DRAFT FOR PUBLIC COMMENTS 1‐31‐19 (2020)

Attachment ‐ A

DRAFT FOR PUBLIC COMMENTS 1‐31‐19

Form: ACF‐118A; OMB Approval Number: XXXX‐XXXX

Expiration Date: 0X/XX/XXXX)

THE PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104‐13)

Public reporting burden for this collection of information is estimated to average 120 hours per

response, including the time for reviewing instructions, gathering and maintaining the data

needed, and completing the form.

An agency may not conduct or sponsor, and a person is not required to respond to, a collection of

information unless it displays a currently valid OMB control number.

CHILD CARE AND DEVELOPMENT FUND

for

TRIBE:

FFY 2020‐2022

This Plan describes the Child Care and Development Fund (CCDF) program to be administered by the

Tribes for the period 10/1/2019 – 9/30/2022. As provided for in the applicable statutes and

regulations, the Tribal Lead Agency has the flexibility to modify this program at any time, including

amending the options selected or described herein.

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

For purposes of simplicity and clarity, the specific provisions printed herein of applicable laws and

regulations are sometimes paraphrases of, or excerpts and incomplete quotations from, the full text. The

Tribal Lead Agency acknowledges its responsibility to adhere to them regardless of these modifications.

1

Table of Contents

Introduction and How to Approach Plan Development

Part I: Section 1, 2, and 3 for All Allocation Sizes

1 Define CCDF Leadership and Coordination with Relevant Systems

1.1 Tribal CCDF Applicant

1.2 Designated Tribal Lead Agency

1.3 Administration through Contracts or Agreements

1.4 Consultation in the Development of the Tribal CCDF Plan

1.5 Indian Child and Indian Reservation or Service Area

1.6 Child Count

1.7 Coordination of Services

1.8 Program Integrity and Accountability

2 Establish Standards and Monitoring Processes to Ensure the Health and Safety of Child Care Settings

2.1 Health and Safety Standards and Requirements for CCDF Providers

2.2 Monitoring and Enforcement Policies and Practices for CCDF Providers

2.3 Criminal Background Checks

2.4 Disaster Preparedness and Response Plan

3 Supporting Continuous Quality Improvement

3.1 Quality Improvement Goals and Activities

3.2 Supporting Training and Professional Development of the Child Care Workforce with CCDF Quality Funds

3.3 Building the Supply of High‐Quality Care

3.4 Funding for Quality Activities

4 Small Allocation Tribes Only – Direct Services

Part II: Section 5, 6 and 7 for Medium and Large Allocation Grantees only

5 Provide Stable Child Care Financial Assistance to Families

5.1 Eligible Children and Families

5.2 Categorical Eligibility

5.3 Application and Eligibility Determination/Redetermination Process

5.4 Improving Access for Vulnerable Children and Families

5.5 Family Contribution to Payments

6 Ensure Equal Access to High Quality Child Care for Low‐Income Children

6.1 Description of Direct Child Care Services

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

6.2 Assessing Child Care Market Rates

6.3 Setting Payment Rates for Child Care Services

6.4 Payment Practices and Timelines of Payments to Providers

6.5 Family Contribution to Payments

7 Promote Family Engagement through Outreach and Consumer Education

7.1 Parental Complaint Process

7.2 Consumer Education for Parents, Providers, and the Public

7.3 Additional Consumer and Provider Education

7.4 Procedures for Providing Information on Developmental Screenings

7.5 Consumer Statement for Parents Receiving CCDF Funds

Part III: Assurances and Certifications

Assurances and Certifications

Appendix 1 – Triennial Child Count Declaration

Appendix 1A – Triennial Child Count Declaration (P.L. 102‐477)

Appendix 2 – List of Certifications

Appendix 3 – Amendments Log

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Introduction and How to Approach Plan Development

The Child Care and Development Fund (CCDF) program provides resources to State, Territory, and

Tribal grantees that enable low‐income parents to work or pursue education and training so that

they can better support their families and promote the learning and development of their

children. The CCDF program also provides funding to enhance the quality of child care for all

children. On November 19, 2014, the Child Care and Development Block Grant (CCDBG) Act of

2014 was signed into law (Pub. L. 113‐186). The law reauthorizes and significantly revises the

purposes of the CCDF program and requirements for States and Territories, but Congress left

discretion to the Department of Health and Human Services (HHS) to determine how new

provisions would apply to Tribes.

In September 2016, the Final Rule was released. It makes regulatory changes to the CCDF program

based on the CCDBG Act of 2014. These changes strengthen requirements to protect the health

and safety of children in child care; help parents make informed consumer choices and access

information to support child development; provide equal access to stable child care for low

income children; and enhance the quality of child care and the early childhood workforce.

Additional Tribal flexibility includes tiered requirements based on the size of their CCDF allocation:

Small, Medium, and Large.

Tribes that received small allocations are exempt from the majority of the CCDF requirements,

allowing those Tribes more flexibility in how they spend their CCDF funds and to focus those funds

on health and safety and quality spending.

Medium or large allocation tribes have the flexibility to consider any Indian child in the Tribe’s

service area to be eligible to receive CCDF funds, regardless of the family’s income, work, or

training status, as long as their Tribal Median Income is below 85 percent of State Median Income

in the State in which the Tribe is located.

A Plan developed by Tribes is the primary mechanism that the Administration for Children and

Families (ACF) uses to determine Tribal compliance with the requirements of the law and the Final

Rule. The Plan consists of two parts to address the flexibility Tribes have based on the size of their

CCDF allocation. The Preprint is a tool for tribes to describe to ACF their progress in the following:

Part I (For Small, Medium, and Large allocation Tribes): 1) Define CCDF Leadership and

Coordination with Relevant Systems; 2) Establish Standards and Monitoring Processes to Ensure

the Health and Safety of Child Care Settings; 3) Supporting Continuous Quality Improvement; and

4) Small Allocation Tribes only: Direct Services.

Part II (For Medium and Large allocation Tribes only): 5) Provide Stable Child Care Financial

Assistance to Families; 6) Ensure Equal Access to High Quality Child Care for Low‐Income Children;

and 7) Promote Family Engagement through Outreach and Consumer Education.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

These organizational categories reflect key functions of an integrated system of child care for

lowincome working families. The intention is that grantees and the federal government will be

able to use this information to track and assess progress, determine the need for technical

assistance (TA), and determine compliance with specific requirements and deadlines.

Plan Amendments: Tribal Lead Agencies are required to request approval from the

Administration for Children and Families (ACF) whenever a “substantial” change in the

Tribal Lead Agency’s approved CCDF Plan occurs. Please refer to the ACF Program

Instruction regarding CCDF Approval of Plan Amendments CCDF‐ACF‐PI‐2009‐01 for specific

details and timelines specific to the Plan amendment process.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

1

Define CCDF Leadership and Coordination with Relevant Systems

This section provides information on how the CCDF program is administered, including the

designated Tribal Lead Agency and the administrative structure. It also addresses who was

consulted in the development of the Tribal CCDF Plan and how the Tribal Lead Agency plans to

coordinate CCDF services with other entities.

1.1

Tribal CCDF Applicant

1.1.1

Tribal Applicant – Official name of Tribes as listed in the Federal Register or Tribal Consortium.

a. Tribe or Tribal Consortium Information:

Name of the Federally Recognized Tribe (or Tribal Consortium): White Earth Reservation

Name of Tribal Chair/President/Leader: Eugene Tibbetts

Title: Vice-Chairman

Address: PO Box 418

City, State, Zip Code: White Earth, MN 56591

Telephone Number: (218) 983‐3285 Email Address: eugene.tibbetts@whiteearth‐nsn.gov

ACF will send official grant correspondence such as grant awards, grant adjustments, Plan

approvals, and disallowance notifications to the designated contact identified here (658D(a)).

1.1.2

Are you a Tribal Consortium?

Yes. Provide a comprehensive list of the participating member Tribes/Alaska Native Villages

and include current demonstrations from the consortium’s participating Tribes indicating that

the consortium has the authority to seek funding on their behalf. Examples of demonstrations

include a Tribal Resolution, a letter signed by the current Tribal Leader, or another official

document from the Tribal/Village government (98.80(c)(1‐4); 98.81(b)(8)(i)).

X No (Skip to Section 1.2)

For Alaska Native Regional Nonprofit Corporations, the list and demonstrations are for purposes

of Discretionary Funds only.

The list is provided as Attachment #:

The demonstrations are provided as Attachment #:

If there is any change in the consortium membership, the Tribal Lead Agency must notify ACF

through an amendment to the Plan. Any consortium member Tribe seeking to apply for its own

CCDF grant funds must first withdraw from the Tribal consortium and contact the Office of Child

Care to initiate a separate application for its own funds. ACF must receive the application on or

before July 1 prior to the year in which the Tribe is seeking CCDF funds.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

1.1.3

A Tribal Consortium must describe how it coordinates services on behalf of each of its

participating member Tribes/Villages. Summarize how the consortium is coordinating services

(including direct services) on behalf of each participating member (98.81(b)(8)(ii); 98.83(c)(1)).

Describe:

The description should address how child care services are provided to each member

Tribe/Village.

1.2

Designated Tribal Lead Agency

The Tribe or Tribal Consortium will designate an agency to represent the Tribe/consortium as the

Tribal Lead Agency. This designated agency agrees to administer the Tribal CCDF program in

accordance with applicable Federal laws and regulations and the provisions of this Plan, including

the attached assurances and certifications (658D; 658E(c)(1)); 98.83(a)).

The Tribal Lead Agency can be a department or sub agency such as the CCDF Department, Human

Services Department, Workforce Development Department, etc., and in rare cases the Tribe will

administer the CCDF program.

In the event of a change in the designated Tribal Lead Agency, the Tribal Official (President,

Leader, or Chair) is required to officially notify ACF detailing the change in Tribal Lead Agency.

1.2.1

Which agency has been designated by the Tribe or Tribal Consortium to administer the CCDF

program?

a. Name of Tribal Lead Agency: White Earth Child Care/Early Childhood Program

b. Web Address for Tribal Lead Agency (if any): www.whiteearth.com

1.2.2

Who is the Tribal CCDF Administrator?

Identify the CCDF Administrator designated by the Tribal Lead Agency, the day‐to‐day contact, or

the person responsible for administering the Tribal CCDF program. If there is more than one

designated contact with shared responsibility for administering the CCDF program, please identify

the co‐administrator/assistant administrator and include contact information.

ACF will send programmatic communications, such as program announcements, program

instructions, and data collection instructions to the designated contact identified here.

a. Contact Information for the Tribal CCDF Administrator:

Name of Tribal CCDF Administrator: Jessica Jackson

Title: Director

Mailing Address: Po Box 418 White Earth, MN 56591

Physical Address (if different than mailing address): 40560 County Hwy. 34 White Earth,

MN 56591

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Phone Number: ( 218 ) 983 ‐ 3285 Ext: 1385

Email Address: Jessica.jackson@whiteearth‐nsn.gov

b. Contact Information for Tribal CCDF Co‐Administrator/Assistant Administrator (if applicable):

Name of Tribal CCDF Co‐Administrator/Assistant Administrator: Heidi Mertens

Title: Finance Coordinator

Mailing Address (if different from above):

Physical Address (if different than mailing address): 35500 Eagle View Rd. White Earth, MN

56591

Phone Number: ( 218 ) 983 ‐ 4645 Ext:

5163

Email Address: Heidi.mertens@whiteearth‐nsn.gov

1.3

Administration through Contracts or Agreements

The Tribal Lead Agency has broad authority to administer the CCDF program through contracts or

agreements with other governmental, non‐governmental, or other public or private local

agencies. The Tribal Lead Agency remains the single point of contact and retains overall

responsibility for the administration of the CCDF program (658D(b)(1)(A); 98.11(a)(3);

98.16(d)(1)). Examples of such agreements could include:

1. The Tribal Lead Agency has a written agreement with another Tribal department to operate

Tribal child care centers or to conduct background checks, etc.

2. The Tribal Lead Agency may contract with the local child care resource and referral agency to

operate the Tribe’s child care program (including determining family eligibility and issuing

payments to child care providers or providing high quality activities).

1.3.1

Will the Tribal Lead Agency directly administer and operate the CCDF program (98.16(d)(1)?

This question does not apply to the demonstrations referenced in Section 1.1.2 between a

consortium and its participating/constituent member Tribes/Villages.

X Yes, the Tribal Lead Agency will directly administer and operate all aspects of the CCDF

program. (If yes, skip to Section 1.4).

No, the Tribal Lead Agency will not directly administer and implement all aspects of the

CCDF program

1.3.2

List the names of those entities that will administer/operate aspects of the CCDF program and

describe which aspects of the CCDF program they will administer/operate. Describe:

a. What processes will the Tribal Lead Agency use to monitor administrative and

implementation responsibilities performed by other agencies? Describe:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

b. Include copies of the contracts or agreement as Attachment #:

1.4

Consultation in the Development of the Tribal CCDF Plan

In the development of the Tribal CCDF Plan, the Tribal Lead Agency is required to consult with

representatives of general purpose local/Tribal government (658D(b)(2); 98.10(c); 98.14(b)). Tribal

Lead Agencies are also required to conduct a public hearing to provide an opportunity to

comment on the provision of the child care services under the CCDF Plan (98.14(c)).

Consultation involves meeting with or otherwise obtaining input from an appropriate agency in

the development of the Tribal CCDF Plan. For the purposes of developing this Plan, consultation

involves meeting with, or obtaining input from, appropriate representatives of the Tribal

community.

Did the Tribal Lead Agency consult with any other Tribal or non‐Tribal organizations or entities on

the development of the Plan?

X Yes. Describe: Lead Agency collaborates with different agencies that work with children

for their input on child care needs, Regular Meetings: monthly Early Childhood Initiative

meetings, quarterly MNTRECC meetings, weekly staff meetings, WECARE meetings. Emails:

notice of public hearing was emailed out across multiple agencies with the opportunity to

attend, respond and view copies of the plan (draft). WECARE meetings give the TLA

opportunities to visit with many programs (employment & training, mental health, ICW, tribal

courts, head start, etc. on our services and for us to hear about their programs and how to

discuss services and collaborations. Working committees: Communities Collaborative

Committee, Child Care Aware, Becker County Initiative, Project LAUNCH, LIFE Program,

THV/MIECHV, Boys & Girls Club.

No

1.4.1 Check the boxes on how the Tribal Lead Agency consulted with representatives of local/Tribal

government, on the development of the Plan:

X Regular Meetings. Early Childhood Initiative, weekly staff meetings, Monthly WECARE

meetings, quarterly MNTRECC.

Conference Calls.

X Working Committees. Communities Collaborative Committee, Child Care Aware, TELI,

Becker County Children’s Initiative, Pre‐K to Grade 3 Alignment, Project LAUNCH

Other. Describe:

Tribal Lead Agencies are required to conduct a public hearing to provide those interested with an

opportunity to comment on the provision of child care services under the CCDF Plan

(658D(b)(1)(C); 98.14(c)(1‐3); 98.16(f)).

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

The Tribal Lead Agency must conduct at least one public hearing prior to the submission of the

Tribal CCDF Plan, but no earlier than January 1, 2019. The Tribal Lead Agency must provide a

notice of the hearing throughout the Tribal Lead Agency’s service area. This notice must be

provided no later than 20 days prior to the date of the hearing. Tribal Lead Agencies must make

the contents of the Plan available to the public in advance of the hearing.

Describe the Tribal Lead Agency’s public hearing process:

a. Date(s) of public hearing notice(s) (at least 20 calendar days prior to the public hearing):

b. Date(s) of public hearing(s) (no earlier than January 1, 2019): July 25th, 2019 @ 5:00pm

c. Location(s) of the public hearing(s): White Earth Child Care/Head Start building

d. How was the public notified of the public hearing? Check all that apply.

Parent Newsletter

X Tribal/Local Media White Earth Nation webpage

X Internet. Provide website(s): www.whiteearth.com

X Social Media (e.g., Facebook, Twitter, etc.) Facebook: White Earth Child

Care/Early Childhood Program & White Earth Nation

Posting on community bulletin board, etc. Describe:

X Other. Describe: Mailed to providers and parents that are or have been in the past

clients of the program.

e. How was the content of the Plan made available throughout the service area prior to the

public hearing? Check all that apply.

X Tribal Offices (including CCDF offices)

X Internet. Provide website(s): www.whiteearth.com

X Email The public Hearing, plan, information on resources, events, services are

distributed throughout the entire RBC employee email list (800+ employees), as well as

county contacts, schools, non‐tribal early childhood, parents, child care providers.

X Other. Describe: Copies made available at Child Care Program upon request and at

Public Hearing.

1.4.2

Describe how the Tribal Lead Agency makes the final CCDF Plan and any subsequent Plan

Amendments available to the public to the extent practicable:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Small allocation Tribes are not required to make the final CCDF Plan or any subsequent Plans

available to the public but have the flexibility to describe if appropriate.

Large and medium allocation Tribes should post their Plan and Plan amendments on a website, to

the extent practicable (e.g., they wouldn’t have to do this if they don’t have a website).

1.5

Indian Child and Indian Reservation or Service Area

Identify which Indian child(ren) will be counted in your child count (98.81(b)(2)(i)).

1.5.1

Indian Child

Programs and activities are to be carried out for the benefit of Indian children.

While Tribal Lead Agencies have some flexibility in defining “Indian Child,” the definition must be

limited to children from federally recognized Indian Tribes, consistent with the Child Care and

Development Block Grant Act’s definition of Indian Tribe.

This could include children who are tribal members, whose membership is pending, who are

eligible for membership, and/or are children/descendants of members. This could also include

adopted children, foster children, and step‐children, etc.

The Tribal Lead Agency defines an “Indian child” as: An Indian Child shall mean who is enrolled, or

can show enrollment as far back as a maternal or paternal grandparent, in a federally recognized

tribe and who is residing on or near the White Earth Reservation and/or our service area.

1.5.2

Indian Reservation or Service Area

Programs and activities are to be carried out for the benefit of Indian children living on or near the

Indian reservation. The service area must be within a reasonably close geographic proximity to

the borders of a Tribe’s reservation (with the exception of Tribes in Alaska, California, and

Oklahoma). Tribes that do not have reservations must establish service areas within reasonably

close geographic proximity to the area where the Tribe’s population resides.

There is an expectation that the Tribal Lead Agency will be able to provide services to families

throughout the service area. ACF will not approve an entire state as a Tribe’s service area. Tribes

can limit services within the reservation boundaries or go beyond the reservation boundaries.

If a Tribal Lead Agency establishes a different service area for CCDF purposes, it must be within a

reasonably close geographic proximity to the borders of the Tribe’s reservation or existing service

area (658O(c)(2)(B); 98.80(e); 98.81(b)(2)(ii); 98.81(b)(3)(ii); 98.83(b)).

For example: “permanent residence is within the reservation boundaries; however, the

participant is temporarily attending school outside of the reservation area,” or “resides within 20

miles of the reservation boundaries,” etc.

The Tribal Lead Agency defines the Reservation/Service Area as: On or near (up to 25 miles from

the reservation boundaries‐with the exception of tribally owned and operated Oshki Manidoo

Treatment Complex in Bemidji, MN) the White Earth Reservation boundaries.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Optional: In addition to the description above, a clearly labeled map of the service area is

attached. Attachment#:

1.6

Child Count

For the purposes of determining a Tribe/Tribal Organization’s annual CCDF funding level, the

Tribal Lead Agency must conduct and submit a triennial child count. For the FY 2020–FY 2022 Plan

period, the child count of children under age 13 (as defined in 98.81(b)(2)(i)) will be completed no

later than June 30, 2019 and no earlier than July 1, 2018. The Child Count Declaration will be

submitted every three years with the triennial Plan and must be submitted this year by July 1,

2019. The tribal count will be effective October 1, 2019–September 30, 2022 and valid for 3 years.

If the consortia gains or loses one of its member organizations, then the adjustments will be made

accordingly.

The Tribal Lead Agency may not count any children who are included in the child count of another

CCDF Tribal Lead Agency. The Tribal Lead Agency is required to confer with all other CCDF Tribal

Lead Agencies that have overlapping or neighboring service areas (98.61(c); 98.62(c); 98.80(b(1);

98.81 (b)(4)).

The child count submitted is not reflective of the number of children who receive direct services.

Instead, the child count gives the number of potentially eligible children who meet the Tribal Lead

Agency’s definition of Indian Child and reside in the designated CCDF service area.

1.6.1

Is the CCDF service area (as defined in 1.5.2) adjacent to, or overlapping with, the CCDF service

area(s) of any other Tribal Lead Agencies?

Yes. Identify those other Tribal Lead Agencies and describe your Tribal Lead

Agency’s process for ensuring unduplicated child counts. Describe:

X No

1.6.2

Complete and attach the “Child Count Declaration” at Appendix #1.

A tribal consortium must submit:

a. An individual Child Count Declaration for each participating Tribe signed by an individual

authorized to act for the Tribe; and

b. A summary listing:

• The name of each participating Tribe;

• Each participating Tribe’s individual child count; and

• The total child count for the entire consortium.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

1.7

Coordination of Services

The Tribal Lead Agency is required to coordinate services with other Tribal, Federal, State, and/or

local child care and early childhood development programs with agencies responsible for public

health, employment services/workforce development, public education, and Temporary

Assistance for Needy Families, etc. (658D(b)(1)(D); 98.14(a)(1)(i‐xiv); (98.14(a)(4)); 98.16(e)).

Tribal Lead Agencies must demonstrate in the Plan how the Tribe encourages partnerships among

its agencies, other public agencies, other tribes and tribal organizations, private entities, and

community‐based organizations in order to leverage existing service delivery systems for child

care and development services. They must also leverage systems to increase the supply and

quality of child care and development services.

1.7.1

Describe how the Tribal Lead Agency coordinates the delivery of CCDF services with the following

agencies or entities and the results of those coordination efforts (e.g., shared goals/purposes for

coordination and the process for coordinating): The Tribal Lead Agency works with all 7 school

districts located on or near the reservation, the Boys & girls Club of White Earth, and Head Start

Programs (both tribal and non‐tribal) by offering information on program services, professional

development opportunities available at the Communities Collaborative Conference, SACC mini

grants, Library, child development information and training, Early Learning Scholarships, Pre‐K to

Grade 3 Alignment, School Readiness, Head Start/Kindergarten transitions, screenings and

community events (Father’s festival, Week of the Young Child, etc). Lead agency also works with

the Head Start Programs on and near the reservation with referrals, advisory committee, food

program reporting and RAP (non‐tribal Head Start). The Lead Agency works with the statewide

Trial Resources for Early Care (MNTRECC) that includes all 9 tribal CCDF programs throughout the

state, local colleges and universities on early childhood educational opportunities for Head

Start/Early Head Start staff, child care providers (licensed and non). The Lead Agency collaborates

with the MN Department of Education in various early childhood initiatives such as: Technical

Assistance Center for Social and Emotional Intervention (TACSEI). Lead Agency works with the

Home Health Department on their tribal home visiting program (MIECHV) to work on school

readiness with children 2‐5 years. The Lead Agency will continue involvement with local, regional,

state and national organizations and committees to ensure trial child care/early childhood issues

and concerns are maintained and addressed to improve services for children, families and

communities. The lead Agency will collaborate with the MOM’s (Maternal Outreach and

Mitigation Services) Program to provide training opportunities. The Lead Agency Licensor is a

member of the Child Protection Team, which also includes representation from Indian Child

Welfare, Housing and other related programs. The Lead Agency houses the Caring for Kids Store

and along with many other programs (White Earth Health, WE Head Start, Indian Health Services,

Indian Child Welfare, etc) stocks the shelves and gives points to clients and child care providers

based on participation with school, training, parent engagement, well‐child checks, WIC appts and

home visits, etc. The Tribal Lead Agency licenses and provides training and resources to the child

care site at Dream Catchers Homes (supportive housing) and also Oshki Manidoo (tribally

operated treatment facility). The Lead Agency continues to meet with Indian Child Welfare and

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

WE Financial Services to discuss and collaborate on child care assistance and Early Learning

Scholarships for foster care, adoption or relative care families to seek appropriate funding

streams which include Tribal, State and CCDF funding. Lead Agency will continue collaborating

with Center for Inclusive Child Care (CICC), Child Care Aware, and Project LAUNCH.

Public health, including the agency responsible for immunizations. Describe: Lead Agency

works with local clinics and Indian Health Service for child immunization, dental care, Caring for

Kids Store, 0‐3 screenings, Early Childhood White Earth Mental Health for referrals and training.

Home Health for referrals, training, home visiting and health information. Lead Agency works

with Home Health Department on the tribal home visiting program (MIECHV) to work on school

readiness with children ages 2.5 to 5. The MIECHV provides funding for three Family Resource

Specialists that are housed under the Lead Agency, along with monthly meetings with nurses

and Family Resource Specialists and trainings. The Lead Agency is a part of the Tribal Early

Learning Initiative (TELI) with its partners Home Health/MIECHV and WE Head Start/Early Head

Start Program, Rural Impact, Public Health WECARE and Indian Health Services Pediatrician and

Dental, attend monthly early childhood initiative meetings facilitated by the Lead Agency.

Employment services/workforce development. Describe: Lead agency provides child care

information to MFIP clients at the White Earth Child Care offices and Naytahwaush E & T

sites. White Earth Employment and Training staff and their clients are invited to Program

sponsored community events. The Lead Agency has a resource area at the Employment and

Training where brochures, program information and community event flyers, and program

newsletters are available for the public and MFIP clients. Lead Agency works with local

businesses to provide child care information/referral for their employees and to increase

community child care options. The lead agency continues to be a dedicated work site for MN

Rural CEP workers, ages 14‐21 by providing CEP workers a work/training site in child

care/early childhood.

Public education. Describe: Health Department and Community Health Education – for referrals,

community health news to share with parents/providers, Rural Impact Initiative,

collaboration/support for Tobacco Prevention Coalition, healthy foods and physical health in child

care, Communities Collaborative Brain Development Conference, WE Early Childhood Initiative,

Diabetes Prevention, DOVE program and other community/cultural events. White Earth Tribal

and Community College – for referrals, child care services, WECARE, professional development,

early childhood education, Ojibwe culture/language opportunities, training/work site for students,

advisory committee/conference. Brazelton Touchpoints – for training, early childhood

partnerships (Tribal Colleges) and consultations. The Lead Agency continues an annual MOU for

land lease for tribal child care building with the White Earth Tribal & Community College and

Pine Point Public Schools.

Temporary Assistance for Needy Families. Describe: TANF/MFIP for referrals and child care

assistance, licensing, Early Learning Scholarships as well as health & safety, child development,

FFN materials for their Resource Room. MN Work Force Center for referrals and child care

information to those individuals who may be of Native American descent and eligible for

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

14

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

services through the TLA program. TANF (Becker, Mahnomen & Clearwater Counties) for

referrals that include Parent Mentor/Family Resource Specialist. White Earth Financial Services

for child care assistance program collaboration for families.

X Child care licensing. Describe: Becker, Clearwater and Mahnomen counties, Region 2

quarterly meetings

X State Advisory Council on Early Childhood Education and Care or similar coordinating

body. Describe: Child Care Aware, MNTRECC

X Statewide after‐school network or other coordinating entity for out‐of‐school time care

(if applicable). Describe: Boys & Girls Club, SACC programs

X Emergency management and response: Describe: CC Centers, Child Care Program

X Child and Adult Care Food Program (CACFP) and other relevant nutrition programs:

Describe: ENP, State Reimbursement Program, Mahnomen Nursing Home.

McKinney‐Vento state coordinators for homeless education and other agencies providing

services for children experiencing homelessness and, to the extent practicable, local

McKinney‐Vento liaisons: Describe:

Agencies responsible for Medicaid and the State Children’s Health Insurance Program:

Describe:

X Mental Health Services: Describe: White Earth Mental Health, CICC coach

X Child care resource and referral agencies, child care consumer education

organizations, and providers of early childhood education training and professional

development: Describe: WECARE, Tribal College, Locally within programs

X Other optional examples Tribal Lead Agencies might consider with which to provide

services: Describe: BRIC

1.7.2

How does the Tribal Lead Agency determine the Tribal community’s child care needs, including

the needs of any underserved populations, such as infants and toddlers, families experiencing

homelessness, special needs children, and children in need of non‐traditional hours of care?

Check all that apply.

X Conduct a needs assessment. Describe:

X Survey community members. Describe: Annual community survey

X Survey providers. Describe: waiting lists of providers

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

X Other. Describe: The Lead Agency will continue with community needs assessments and

collaborate with Head Start Needs Assessment, WECARE assessments, public hearing survey,

MFIP orientation, client surveys, home visiting, tribal college (students/faculty) and Shooting

Star Casino employee survey. Community outreach through collaborations.

Which of the following underserved populations are included? Check

all that apply.

X Infants and toddlers

Families experiencing homelessness

Special needs children

Children in need of non‐traditional hours of care

X Other. Describe: Relatives as Parents

1.8

Program Integrity and Accountability

The Tribal Lead Agency, as the single point of contact for the administration of the Tribal CCDF

program, is responsible for ensuring that policies and procedures are in place to monitor

programs and services, ensure compliance with rules of the program, and provide oversight in the

expenditure of all funds, including identifying improper payments and fraud prevention and

recovery (98.11(b); 98.60(i); 98.66; 98.67; 98.68).

The final rule requires Tribal Lead Agencies to develop policies and procedures to clearly

communicate program information such as requirements, consumer education information, and

eligibility information to families and child care providers of all backgrounds.

1.8.1

Does the Tribe or Tribal Lead Agency have written policies and procedures in place to ensure that

the Tribal CCDF program complies with all Federal and Tribal rules and regulations?

X Yes, and the policies and procedures are available by request. Describe: Lead Agency

will provide copies upon request.

Yes, and the policies and procedures are available online. Insert link:

No, but policies and procedures have been drafted and are awaiting approval by the

Tribe’s governing body. Describe:

No, but policies and procedures will be in place by October 1, 2019. Describe:

1.8.2

An improper payment is any payment that should not have been made or that was made in an

incorrect amount under statutory, contractual, administrative, or other legally applicable

requirements.

Incorrect amounts are overpayments or underpayments that are made to eligible recipients

(including inappropriate denials of payment for service, any payment that does not account for

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

16

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

credit for applicable discounts, payments that are for an incorrect amount, and duplicate

payments).

An improper payment also includes any payment that was made to an ineligible recipient or for an

ineligible good or service, or payments for goods or services not received (except for such

payments authorized by law).

In addition, when an agency’s review is unable to discern whether a payment was proper as a

result of insufficient or lack of documentation, this payment must also be considered an improper

payment. Improper payments may result from administrative error, unintentional client/provider

program violations, or fraud.

How does the Tribal Lead Agency prevent and identify improper payments? Check all that apply.

Train staff on CCDF policies and regulations. Describe:

Conduct supervisory staff reviews or quality assurance reviews. Describe:

Share data with other programs (e.g., State CCDF, Tribal or State TANF, Head Start, Child

and

Adult Care Food Program (CACFP), other Tribal offices. Describe:

Run system reports that flag errors. Describe:

X Review enrollment documents, attendance or billing records. Describe: Assistant

Specialist reviews subsidy.

Review provider records. Describe:

Ongoing monitoring and assessment of policy implementation. Describe:

X Other. Describe: WE Finance Department and WE Education Division Director

approves and reviews all payments through Paramount for accuracy. The TLA Director

reviews and monitors all payment requests and billing.

1.8.3

The Tribal Lead Agency is required to recover improper payments that are the result of fraud.

How does the Tribal Lead Agency investigate and collect improper payments resulting from fraud?

Check all that apply.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

17

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

X Coordinate with, and refer to other Tribal, State, or federal agencies (e.g., Tribal

Council, law enforcement)

X Require recovery if the improper payment exceeds a specific dollar amount. Identify the

minimum dollar amount: $ Any dollar amount is collected in a result from improper over‐

payment, using various processes listed.

X Recover through repayment plans

X Reduce payments in subsequent months

Recover through payroll deductions (for CCDF clients/providers/staff employed by the Tribe)

Other. Describe:

1.8.4

The Tribal Lead Agency has the flexibility to recover improper payments that are the result of

unintentional errors/program violations. Does the Tribal Lead Agency choose to investigate and

collect improper payments resulting from unintentional errors/program violations?

X Yes. How will the Tribal Lead Agency investigate and collect improper payments

resulting from unintentional errors/program violations? Check all that apply.

X Coordinate with, and refer to other Tribal, State, or Federal agencies (e.g., Tribal

Council, law enforcement)

X Require recovery if the improper payment exceeds a specific dollar amount. Identify the

minimum dollar amount: Any dollar amount is collected from unintentional errors/program

violations utilizing processes stated in 1.8.4.

X Recover through repayment plans

Reduce payments in subsequent months

X Recover through payroll deductions (for CCDF clients/providers/staff employed by the

Tribe)

Other. Describe:

No

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

18

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

2 Establish Standards and Monitoring Processes to Ensure the Health and Safety of

Child Care Settings

Health and safety requirements apply to all Tribal Lead Agencies regardless of allocation size and

apply to all child care providers who receive CCDF funds, including providers who only receive

quality funds. All Tribal Lead Agencies must certify that there are in effect health and safety

requirements applicable to providers serving CCDF children, and that those requirements are

under Tribal, Local, or State law. These health and safety requirements must be appropriate to

the provider setting and age of the children served, must include specific topics and training on

those topics, and are subject to monitoring and enforcement procedures to ensure that providers

are complying with the requirements.

This section covers health and safety requirements, including:

• Training (98.44(b))

• Monitoring and enforcement procedures to ensure that child care providers comply with

health and safety requirements (98.16(n))

• Exemptions made for relative care providers (98.16(l))

• This section also addresses group size limits; child‐staff ratios; and required qualifications for

caregivers, teachers, and directors (98.16(m)). The requirements for Disaster Preparedness

and Response are also included in this section (98.16(aa), as are the Criminal Background

Check requirements (98.16(o))

Tribal Lead Agencies have the option to exempt relative care providers from the health and safety

requirements (defined in CCDF regulations as grandparents, great‐grandparents, siblings if living

in a separate residence, aunts, and uncles (98.42(c)). This exemption applies only if the individual

cares for relative children only.

2.1

Health and Safety Standards and Requirements for CCDF Providers

Tribal Lead Agencies must establish health and safety standards for all types of child care

programs (e.g. child care centers, family child care homes, etc.) serving children receiving CCDF

assistance relating to the topics listed below, as appropriate to the provider setting and age of the

children served (98.41(a)). This requirement is applicable to all child care providers receiving CCDF

funds including those providers who are receiving only CCDF quality dollars through the Tribal

Lead Agency. The only exception to this requirement is for providers who are caring for their own

relatives because Tribal Lead Agencies have the option of exempting relatives from some or all

CCDF health and safety requirements. For each category of care offered, indicate the standards

that apply. For instance:

• If the Tribal Lead Agency has developed its own standards (even if those standards were

adapted from other sources, such as Caring for Our Children or State licensing standards),

check “Tribal Standards.”

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

19

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

• If the Tribal Lead Agency requires providers to meet standards established by a state agency

(such as state licensing or state department of education), check “State Standards.”

• If the Tribal Lead Agency requires providers to meet standards from more than one source

(for example, state licensing standards for off‐reservation providers and Tribally‐developed

standards for providers on the reservation), check “Tribal Standards,” “State Standards,” and

“Other Source(s)/Combination of Sources” and describe which standards apply to which

providers.

• If the Tribal Lead Agency requires providers to meet standards from a source not listed in the

table in columns (a), (b), and (c) (such as Indian Health Service, the Child and Adult Care Food

Program, Caring for Our Children Basics, Caring for Our Children 3rd Edition, etc.), then check

“Other Source(s)/Combination of Sources” and describe the standards and the source(s) of

the standards.

If the Tribal Lead Agency uses a combination of standards, or uses other standards not noted,

please describe in the box(s) below.

Table 2.1.1.a Health and Safety Standards Used by the Tribal Lead Agency

Provider

Categories

Tribal

Standards

State

Head Start/

Other Standards/

Standards Early Head Start Combination of Standards

Standards

Center‐based

Care

X

Describe: Indian Health

Service Environmental

Health Officer, Caring for

Our Children as a

reference

Family Child

Care

X

Describe: Indian Health

Service Environmental

Health Officer, Caring for

Our Children as a

reference

In‐Home Care

(In the child’s

home)

X

Describe: Reference

Caring for Our Children

as a resource

Optional: Provide a link or attachment to the standards indicated above (if applicable):

Attachment #:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

2.1.2

To certify, describe how the following health and safety standards for programs serving children

receiving CCDF assistance are defined and established on the required topics (98.16(l)).

This question is different from the health and safety training requirements, which are addressed

in question 2.1.5.

For each of the required topical areas of the health and safety requirements, Tribal Lead Agencies

can indicate the definition of their standard that they use as well as the way in which the standard

changes according to the type of care and the ages of children served.

For example, Tribal Lead Agencies need to ensure that providers share how they provide

appropriate pediatric first aid and CPR for each age group in a center‐based program.

This means that the standard would need to indicate that providers who care for infants receive

training in infant CPR and first aid. If those same providers also care for other ages of children,

they would need to receive pediatric CPR and first aid appropriate for children ages one year

through twelve years old, for instance.

a.

Prevention (including immunizations) and control of infectious diseases

Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of the children served: All White Earth Tribally licensed providers

of infants, toddlers, preschoolers, and school‐age children are required to take the classes Health

and Safety 1 and 2 before they provide care. The dates they attend Health and Safety 1 and 2 is

written on their licenses. In Health and Safety 1 Class ‐ we go over the requirements of have

immunizations updated in the children’s files along with training on the control of infectious

diseases. We also provide the current required forms to use in their files. Each year for all the

White Earth Tribally Licensed providers of all ages of children infants – school age they are

required to take a supervision class that teaches about the control of infectious diseases and

updated handouts and website are gives on this topic. Before new providers start servicing

children and their families they are required to have supervision of safety classes that addressing

these topics. In educating the prevention of spreading the disease we go over importance of

hand washing, cleaning, sanitizing and disinfecting of our programs as well as excluding children

when ill and encouraging immunizations. In the classes in respect to infectious diseases we share

a list of them – how the disease is spread – what the early symptoms are – the time between

exposure and sickness and when a child can return back to childcare once knowingly have the

infection diseases We also go over which infectious diseases can be vaccine preventable and

which ones doctors will notify the Public Health Service along with which ones pregnant women

should seek advice from their maternal provider. In respect to our Tribal Legally Nonlicensed

providers within their 1st 90 day of services receive the Supervising for Safety – Legal

Nonlicensed course which covers the description as defined in prevention and control of

infectious diseases, in which we include updated information on immunizations, too. Annually

the Tribal Legally Nonlicensed providers are required to be trained in a supervision of safety

class – which as defined above will review 2.1.2 a. The trainings that are provided for Tribally

Licensed providers and Legally nonlicensed providers are by our Develop certified trainer or Child

Care Aware agency.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

21

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

• Describe if relatives are exempt from this requirement: No

b.

Prevention of sudden infant death syndrome and the use of safe sleep practices

Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: All White Earth Tribally licensed providers,

Tribal Legally Nonlicensed providers, and their helpers of infants, toddlers, preschoolers, and

school‐age children are required to annually attend the class of “Sudden Unexpected Infant

Death/Abusive Head Trauma.” Every other year they have the option of taking it on‐line.

Providers go over the safe sleep practices with the parents of infants and White Earth Child

Care/Early Child Care Program suggests to the providers to put the Safe Sleep Practices

definitions in their parent handbook. Brochures are given to providers to give their families of

infants on Safe Sleep Practices. The conversations with parents from the safe sleep brochure

include safe sleep best practice : All babies are placed on their backs for every sleep, all babies

will be place in a safety approved crib or mesh‐sided play yard (only allowed in family child care),

guidelines of when a baby can stay on back if they roll over, nothing is placed in crib with baby

other than a tight fitting sheet over a firm mattress, the requirements if a parent request that

baby to be swaddled, a physician directive on a form approved by the Commissioner of DHS if an

alternative sleep position it to be followed for a baby. Families are also invited to attend the

Sudden Infant Death Syndrome classes. This class is mandatory for both Tribally licensed and

legally non‐licensed providers before they start services. The trainings that are provided for

Tribally Licensed providers and Legally nonlicensed providers are by our Develop certified trainer

or Child Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

c.

Administration of medication, consistent with standards for parental control

Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: All White Earth Tribally licensed

providers of children ages infants through school‐age in the health and safety 1 Class

about the signing a form to administer medication‐ which is a written permission from

the child’s parent prior to administered medicines. and also the importance of the 5

Rights of Medication Administration which is the right medication, the right child, the

right amount, the right time, and the right route. We also go over the proper storage of

mediation, over the counter medication need to be kept in the original container sold by

the manufacture. This is reviewed annually at supervision classes. The summary is the

same for our Tribal Legally Nonlicensed providers and they receive the education in the

“Supervising for Safety Legally Nonlicensed” class. The trainings that are provided for

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

22

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Tribally Licensed providers and Legally nonlicensed providers are by our Develop

certified trainer or Child Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

d.

Prevention of and response to emergencies due to food and allergic reactions

Provide a brief summary of how this standard is defined, including any variations based on category of

care or ages of children served: All White Earth Tribally licensed providers of children ages infants

through school‐age in the health and safety 1 Class in which we discuss the most common types of

food allergies: milk, eggs, peanuts, tree nuts, soy wheat, fish, and shellfish. We define what a food

allergy is and how an allergic reaction may look like as it is a response from the immune system in

which chemical like histamine are released in the blood. The reaction can cause symptoms like

breathing problems, throat tightness, hoarseness, coughing, vomiting, abdominal pain, hives, swelling,

or a drop in blood pressure. We go over when to contact their caregiver and when to get emergency

services. We also educate the providers on questions to ask about allergies and how to develop an

emergency care plan for a child – for example if a child needs an epi‐pen on hand and how to

administer them. This is reviewed annually at supervision classes. The summary above is the same for

our Tribal Legally Nonlicensed providers and they receive the education in the “Supervising for Safety

Legally Nonlicensed” class. The trainings that are provided for Tribally Licensed providers and Legally

nonlicensed providers are by our Develop certified trainer or Child Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

e.

Safety of Building and physical premises, including the identification of and protection from

hazards that can cause bodily injury, such as electrical hazards, bodies of water, and

vehicular traffic

• Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: All White Earth Tribally licensed providers

of children ages infants through school‐age in the Health and Safety II Class in which they

are trained on going through some of the main safety hazards and precautions they can

take in their home and yard to keep all the children safe. This class is individualized as the

providers share about their physical premises and buildings. Some of the topics are on

how fencing for example may be required to protect children from bodies of water and/or

traffic. We also go over firearms being locked up with the ammunition in a separate

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

23

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

locked area; we discuss the requirements for caring for pets in the child care, having their

play space and equipment in good condition for example. We also discuss the hazards in

a home and how this can vary depending on a child’s age. In prevention – daily checking

of the indoor and outdoor environment is essential. This is reviewed annually at

supervision classes. This summary is the same for our Tribal Legally Nonlicensed providers

and they receive the education in the “Supervising for Safety Legally Nonlicensed” class.

The trainings that are provided for Tribally Licensed providers and Legally nonlicensed

providers are by our Develop certified trainer or Child Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

f.

Prevention of shaken baby syndrome, abusive head trauma, and child maltreatment

• Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: All White Earth Tribally licensed providers,

Tribal Legally Nonlicensed providers, and their helpers of infants, toddlers, preschoolers,

and school‐age children are required to annually attend the class of “Sudden Unexpected

Infant Death/Abusive Head Trauma.” Every other year they have the option of taking it

on‐line. In this class to the realm of prevention pediatric abuse head trauma is defined,

symptoms and consequences of abusive head trauma is discussed, risk factors for shaken

baby syndrome is identified along with strategies to use when stressed, angry or

frustrated, plus defining child maltreatment and how prevalent it is and how preventable

it can be. Parent education is given on early childhood development reassuring parents

that crying is normal for babies, the dangers of shaking a baby, plus being sensitive and

supportive in situations when parents are trying to calm a crying baby. One of the

strategies in the training is defining “the period of PURPLE crying” in the class. The

trainings that are provided for Tribally Licensed providers and Legally nonlicensed

providers are by our Develop certified trainer or Child Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

g.

Emergency preparedness and response planning resulting from a natural disaster or a

human‐caused event (such as violence at a child care facility), within the meaning of those

terms under section 602(a)(1‐2) of the Robert T. Stafford Disaster Relief and Emergency

Assistance Act (42 U.S.C. 5195a(a)(1‐2)).

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

24

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Provide a brief summary of how this standard is defined, including any variations based on category of

care or ages of children served: All White Earth Tribally licensed providers providers, of children ages

infants through school age are required to attend the Health and Safety 2 class before providing

services. In this class we explicitly go over emergency preparedness, writing an emergency response

plan, what risks are in their neighborhood – examples: floods, fire, gas/chemical leaks, hazardous

materials incidents, heat wave, nuclear power plant incidents, winter weather disaster,

thunderstorms, tornadoes, and violent incidents. We go over all these risks and which ones are

relevant for them along with where they receive disaster warnings, how to respond – sheltering in

place – evacuation – or isolating. Planning actions are made – how supervision looks during and

emergency and after an major emergency with both the children and families. This is reviewed

annually at supervision classes. The summary above is the same for our Tribal Legally Nonlicensed

providers and they receive the education in the “Supervising for Safety Legally Nonlicensed” class. The

trainings that are provided for Tribally Licensed providers and Legally nonlicensed providers are by our

Develop certified trainer or Child Care Aware agency. This is reviewed annually at supervision classes.

This summary is the same for our Tribal Legally Nonlicensed providers and they receive the education

in the “Supervising for Safety Legally Nonlicensed” class. The trainings that are provided for Tribally

Licensed providers and Legally nonlicensed providers are by our Develop certified trainer or Child Care

Aware agency.

• Are relatives exempt from this requirement?

Yes: Describe (i.e., which relatives, all or part of requirement):

X No

h.

Handling and storage of hazardous materials and the appropriate disposal of

biocontaminants

• Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: All White Earth Tribally licensed providers

of children ages infants through school‐age in the Health and Safety Class 2 are educated

on Hazardous materials and the appropriate handling, storage, and disposal of

biocontaminants. In this class along with what is a hazardous materials – substances

which are ignitable corrosive, toxic or reactive. This summary is the same for our Tribal

Legally Nonlicensed providers and they receive the education in the “Supervising for

Safety Legally Nonlicensed” class. The trainings that are provided for Tribally Licensed

providers and Legally nonlicensed providers are by our Develop certified trainer or Child

Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

25

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

i.

Precautions in transporting children (if applicable)

• Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: N/A

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

No

j.

Pediatric first aid and cardiopulmonary (CPR) certification

• Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: White Earth Tribally licensed providers

are required to have at least one provider certified in Pediatric first aid and

Cardiopulmonary (CPR) present at all times in their child care. All Tribally licensed

providers must get a recognized certification within 90 days of their first day of work.

Tribal Legally Nonlicensed providers, are required to get Pediatric first aid and

Cardiopulmonary (CPR) within 60 days of beginning of their services. Every two years all

providers are recertified.

• Are relatives exempt from this requirement?

Yes: Describe (i.e., which relatives, all or part of requirement):

X No

k.

Recognition and reporting of child abuse and neglect

• Provide a brief summary of how this standard is defined, including any variations based

on category of care or ages of children served: All White Earth Tribally licensed

providers, of children ages infants through school age are required to attend the Health

and Safety 1 class before providing services. In this class we go over identification and

prevention of abuse and neglect and What is Abuse and Neglect – physical, mental,

sexual, neglect and abusive Head Trauma, and we go over how they are mandated

reporters with regard to abuse and neglect reporting. If any caregiver has suspicions

that a child has been physically or sexually abused or neglected, regardless of location or

where the allege perpetrator is they are to report those concerns – this can go back up

to 3 years. Verbal reports must be made immediately to the local child welfare agency

or law enforcement. Verbal reports must be followed up by a written report within 72

hours. They also receive a copy of the “Resource Guide for Mandated Reporters of Child

Maltreatment Concern” by DHS – which is reviewed by the trainer and licensor with

them. Also, in the Abuse Head Trauma class providers are trained on mandatory

reporting. This is reviewed annually at supervision classes. This summary is the same for

our Tribal Legally Nonlicensed providers and they receive the education in the

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

26

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

“Supervising for Safety Legally Nonlicensed” class and Abusive Head trauma class. The

trainings that are provided for Tribally Licensed providers and Legally nonlicensed

providers are by our Develop certified trainer or Child Care Aware agency.

• Are relatives exempt from this requirement?

Yes. Describe (i.e., which relatives, all or part of requirement):

X No

2.1.3

The Tribal Lead Agency may also establish standards on optional health and safety topics that

reflect the needs of the community served by the Tribal Lead Agency. These optional standards

can include those related to nutrition, access to physical activity, caring for children with special

needs, and any other topic determined to be relevant by the Tribal Lead Agency (98.41(a)(1)(xii)).

Does the Tribal Lead Agency include optional standards in addition to the required health and

safety topics in their health and safety standards?

No

X Yes. If yes, please complete the following questions #1‐4, as appropriate, on optional

health and safety standards.

a. Nutrition

•

Summarize how this standard is defined, including any variations based on category

of care or ages of children served: Tribally licensed providers and Legally non‐

licensed providers of all ages infants through school age are offered trainings

throughout the year. Nutrition is one of the topics that is offered at leave once

every 3 years in a training. Yet ongoing through newletters nutritional health ideas

are given to providers and their families they service.

•

Are relatives exempt from this requirement?

X Yes. Describe (i.e., which relatives, all or part of requirement): It is not

required for them to attend the classes, yet is an option for continuing

education/support and they get the newsletters for themselves and the families

they are for on this topic.

No

b. Access to physical activity

•

Summarize how this standard is defined, including any variations based on category

of care or ages of children served: Through curriculum classes, Tribally Licensed and

legally non‐licensed providers are taught the importance of physical activity for all

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

27

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

ages‐infants through school age. These classes are offered annually. The developed

approved classes promote the access to physical activity, by educating the providers

to partner with their families of the children they care for, they help meet tribally

licensed providers hourly requirement in various knowledge and competency

framework content areas to be Parent Aware.

•

Are relatives exempt from this requirement?

X Yes. Describe (i.e., which relatives, all or part of requirement): It is not

required for them to attend the classes, yet is an option for continuing

education/support and they get the newsletters for themselves and the families

they are for on this topic.

No

c. Caring for children with special needs

•

Summarize how this standard is defined, including any variations based on category

of care or ages of children served: Through classes, Tribally licensed and non‐

licensed providers are taught various special needs along with strategies for all ages‐

infants through school age. These classes are offered annually. Per the requests of

the providers and the program various special needs are trained on autism, ADHD,

sensory processing disorder, FASD, down syndrome and prenatal drug exposure for

example. The developed approved classes on these special needs not only educates

the providers to partner with their families they care for, they help meet tribally

licensed providers hourly requirements in various knowledge and Competency

Framework Content‐areas to be Parent Aware rated.

•

Are relatives exempt from this requirement?

X Yes. Describe (i.e., which relatives, all or part of requirement): It is not

required for them to attend the classes, yet is an option for continuing

education/support and they get the newsletters for themselves and the families

they are for on this topic.

No

d. Any other areas determined necessary to promote children development or to protect

children’s health and safety

Summarize how this standard is defined, including any variations based on category of care or

ages of children served: Annually in respect to The Knowledge and Competency Framework

Content Areas a minimum of 50 hours a year is offered by our Early Childhood Curriculum

Educator as defined: 10 hours – Content Area 1: Child Development and Learning

10 hours – Content Area II.A‐II.E: Developmentally Appropriate Learning Experiences

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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10 hours Content Area II.C: Promoting Social and Emotional Development

10 hours Content Area III. Relationships with Families

10 hours Content Area IV.A: Observing, Recording, and Assessing Development or

Content Area IV.B: Assessing and Using Information to Plan

These classes are offered to Tribally Licensed providers and Legally non‐licensed providers to

choose from to meet their annual hours required. For the Parent Aware Rated Tribally

Licensed providers they choose from these classes to meet their Parent Aware each year.

•

Are relatives exempt from this requirement?

X Yes. Describe (i.e., which relatives, all or part of requirement): It is not

required for them to attend the classes – yet is an option for continuing

education/support and they get the newsletters for themselves and the families they care

for on this topic, too. Yet each year they need 8 hours of training and they can choose from

this area.

No

2.1.4

Standards on Ratios, Group Sizes, and Qualifications for CCDF Providers

Tribal Lead Agencies are required to establish child care standards for providers receiving CCDF

funds based on the type of child care setting. The standards include appropriate child to staff

ratios (by age range of child), group size limits for specific age populations, and the required

qualifications for providers. This requirement also extends to providers who are only receiving

quality CCDF dollars (658E(c)(2)(H); 98.16(m); 98.41(d)).

• Providers who receive only quality CCDF dollars may consider the following options when

addressing the standards: If the Tribal Lead Agency provides CCDF quality funding to support

tribal language and culture camps, language nests, school break camps, summer programs,

after‐school activities, etc., Tribal Lead Agencies are encouraged to examine currently existing

capacity of staff within the Tribe or Tribal Organization that already have demonstrated

meeting the standards and qualifications set by the Tribal Lead Agency.

• Another way to approach standards for providers receiving CCDF quality funding only (as

opposed to receiving subsidy payment from the Tribal Lead Agency) could be to establish

partnerships and collaborations with other departments or programs within the Tribe or

Tribal Organization in order to leverage currently existing resources that are already meeting

the Tribal Lead Agency’s set standards and qualifications.

Tribal Lead Agencies have flexibility in defining standards and provider types that are reflective of

the culture and language and that meet the needs of the children and families served.

Answer the following questions to indicate the required ratios, group sizes, and provider

qualifications by categories of care and the ages of children.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

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Table 2.1.4 Standards on Ratios, Group Sizes, and Qualifications for CCDF Providers

Center based Child Care Providers

Infant

Define:

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Toddler

Define:

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Preschool

Define:

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

School Age

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

Mixed Age

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Family Child Care Providers

Define:

Infant

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Toddler

Define:

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Preschool

Define:

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

30

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

School Age

Define:

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

Mixed Age

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

In‐home Child Care Providers

Define:

Infant

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

Toddler

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

Preschool

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

School Age

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

Define:

Mixed Age

Ratio:

Group Size:

Teacher/Caregiver Qualifications:

2.1.5

Health and Safety Training for CCDF Providers on Required Topics

Tribal Lead Agencies are required to have minimum pre‐service and/or orientation training

requirements (to be completed within 3 months) for caregivers, teachers and directors, as

appropriate to the provider setting and the age of children served, that address the health and

safety requirements described in 2.1.2 and 2.1.3, as well as child development.

Tribal Lead Agencies must also meet ongoing training requirements on the health and safety

topics for caregivers, teachers, and directors of children receiving CCDF funds (658E(c)(2)(I)(i);

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

98.44(b)(1)(iii)). The Tribal Lead Agency must describe its requirements for pre‐service/orientation

training and ongoing training.

Tribal Lead Agencies have flexibility in determining the number of training hours to require, but

they may consult with Caring for our Children: Basics and/or Minimum Health and Safety

Standards: A Guide for American Indian and Alaskan Native Child Care and Development Fund

Grantees for best practices and the recommended time needed to address these training

requirements.

Pre‐Service and/or Orientation Training Requirements

a. Provide the minimum number of pre‐service and/or orientation training hours on health

and safety topics for caregivers, teachers, and directors required for the following:

1. Center‐based Child Care Providers: 18 hours

2. Family Child Care Homes: 18 hours

3. In‐home Care:

4. Other:

5. Variations for Exempt Relative Providers: Yes their requirement is 16 hours

6. Describe any differences for Tribally‐Operated Center(s): None

b. Provide the length of time that providers have to complete trainings after being hired to

provide care for children (must be 3 months or fewer): 3 months

c. Describe how the training is offered, including any variations in delivery (e.g., across

standards, in rural areas, etc.). There is no federal requirement on how a training must be

delivered: Trainings are offered on the reservation at various sites – examples: White Earth

Child Care, Shooting Start Casino, in providers homes, at the center sites. Also, trainings are

offered through Child Care Aware in area towns or online when available.

d. In the chart below identify the pre‐service and/or orientation training requirements for

each topic to be completed before the caregivers, teachers, and director are allowed to care

for children unsupervised.

Table 2.1.5.a Health and Safety Pre‐service or Orientation Training

Topic

Required to be completed

before caregivers,

teachers, and directors are

allowed to care for

children unsupervised?

Yes

No

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Prevention and control of infectious diseases (including

immunizations)

X

Prevention of sudden infant death syndrome and the use

of safe‐sleep practices

X

Administration of medication, consistent with standards

for parental consent

X

Prevention and response to emergencies due to food and

allergic reactions

X

Building and physical premises safety, including the

identification of and protections from hazards, bodies of

water, and vehicular traffic

X

Prevention of shaken baby syndrome, abusive head

trauma, and child maltreatment

X

Emergency preparedness and response planning for

emergencies resulting from a natural disaster or a human‐

caused event

X

Handling and storage of hazardous materials and the

appropriate disposal of bio contaminants

X

Appropriate precautions in transporting children (if

applicable)

N/A

Pediatric first aid and CPR certification

X

Recognition and reporting of child abuse and neglect

X

Child development

X

Describe other requirements:

Ongoing Training Requirements

a. Provide the required annual training hours on health and safety topics for caregivers,

teachers, and directors for the following:

1. Center‐based Child Care Providers: 2 hours

2. Family Child Care Homes: 2 hours

3. In‐home Care:

4. Other: Legally unlicensed providers: 2 hours

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

33

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

5. Variations for Exempt Relative Providers:

2.2

2.2.1

Monitoring and Enforcement Policies and Practices for CCDF Providers

Enforcement of Licensing and Health and Safety Requirements

Tribal Lead Agencies must certify that procedures are in effect to ensure that child care providers

caring for children receiving CCDF services comply with all applicable Tribal and/or State/local

health, safety and fire standards, including those described in 98.41 and 98.42(a). This may

include, but is not limited to, any systems used to ensure that providers complete health and

safety trainings, any documentation required to be maintained by child care providers, and any

other monitoring procedures to ensure compliance.

Tribal Lead Agencies may propose an alternative strategy or an alternative approach to meet

these requirements. In its justification, the Tribal Lead Agency must describe how the alternative

approach is appropriately comprehensive and protects the health and safety of children in care.

Tribal Lead Agencies are subject to the provision at 98.42(b)(2) to require inspections of child care

providers and facilities unless a Tribal Lead Agency describes an alternative monitoring approach.

How does the Tribal Lead Agency monitor its CCDF providers for compliance with its health and

safety requirements? Check only one approach.

X The Tribal Lead Agency follows the provision at 98.42(b)(2) to require inspections of child

a.

care providers and facilities as follows (If Tribal Lead Agency checks this box, describe the

process:

• For licensed child care providers and facilities: one pre‐licensure inspection for

compliance with health, safety, and fire standards; and at least one unannounced

inspection per year for compliance with all child care licensing, health and safety, and fire

standards.

• For license‐exempt child care providers and facilities that are eligible to provide services:

an annual inspection for compliance with health and safety and fire standards.

b.

2.2.2

Tribal Lead Agency proposes an alternative monitoring approach and provides adequate

justification for this approach. (If Tribal Lead Agency checks this box, describe alternative

approach.

Alternative Monitoring Approach ‐ Inspections

Answer only if the Tribal Lead Agency is proposing an Alternative Monitoring Approach as

indicated in 2.2.1.

A Tribal Lead Agency may, at its option, use differential monitoring or a risk‐based approach to

design annual inspections, if the content covered during each monitoring visit is representative of

the full complement of health and safety requirements, and that the Tribal Lead Agency.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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• Ensures the ratio of licensing inspectors to such child care providers and facilities is

maintained at a level sufficient to enable the Tribal Lead Agency to conduct effective

inspections on a timely basis in accordance with the applicable Tribal and local laws, and

• Requires child care providers to report to a designated Tribal entity any serious injuries or

deaths of children occurring in the child care.

a. Describe the Tribal Lead Agency’s requirements for inspections prior to the provision of CCDF

child care services (if applicable) and ongoing monitoring procedures for each category of care.

If monitoring and inspection is conducted by an entity or agency other than the tribe, such as

the state licensing agency or the Indian Health Service, please indicate who conducts the visits

and how the tribe obtains the results of the monitoring.

1. Center‐based Child Care Providers: Routine: once per month, unannounced: twice a month

by licensor and/or Child Care Coordinator

2. Family Child Care Providers: Routine: once per month, unannounced: once per month by

licensor.

3. In‐home CCDF Providers: none.

b. Describe how the Tribal Lead Agency proposes to monitor its CCDF providers for compliance

with health and safety requirements using an alternative monitoring approach. Please

describe and provide justification on how the alternative methodology ensures the health and

safety of children in care:

2.2.3

Monitoring Inspectors

Tribal Lead Agencies must have policies and practices that ensure that individuals who are hired

as inspectors are qualified to inspect child care providers and facilities and have received health

and safety training appropriate to the provider setting and age of the children served. Training

shall include, but is not limited to, those requirements described in 98.41(a)(1) and all aspects of

the requirements detailed in Section 2.1.2 and 2.1.3 (658E(c)(2)(K)(i)(I); 98.42(b)(1)).

a. Describe how the Tribal Lead Agency ensures that inspectors are qualified to inspect child care

facilities and providers and that those inspectors have received training on health and safety

requirements that are appropriate to the age of the children in care and the type of provider

setting (98.42(b)(1)): Annual training for Licensor as well as accompany the Indian Health

Service/Environment Health Officer in his/her monitoring vists as well as accompanied the

Child Care Health Consultant training offered by the state. In addition attends local quarterly

county/tribal licensor meetings.

2.2.4

The Tribal Lead Agencies must have policies and practices that require the ratio of inspectors to

child care providers and facilities to be maintained at a level sufficient to conduct effective

inspections of child care providers and facilities on a timely basis in accordance with Tribal,

Federal, State, and Local laws (658E(c)(2)(K)(i)(III); 98.42(b)(3)).

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

35

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

a. To certify, describe the Tribal Lead Agency policies and practices regarding the ratio of

inspectors to child care providers (i.e., number of inspectors per number of child care

providers) and facilities in the Tribal Lead Agency and include how the ratio is sufficient to

conduct effective inspections on a timely basis:

2.2.5

Tribal Lead Agencies have the option to exempt relatives (defined in CCDF regulations as

grandparents, great‐grandparents, siblings if living in a separate residence, aunts, and uncles

(98.42(c)) from inspection requirements. This exception only applies if the individual cares for

relative children only.

Does the Tribal Lead Agency exempt relatives from the inspection requirements listed in 2.1.5?

X Yes, relatives are exempt from all inspection requirements. If the Tribal Lead Agency

exempts relatives from all inspection requirements, describe how the Tribal Lead Agency

ensures the health and safety of children in relative care:

Yes, relatives are exempt from some inspection requirements. If the Tribal Lead Agency

exempts relatives from some inspection requirements, describe which inspection

requirements do not apply to relative providers (including which relatives may be exempt)

and how the Tribal Lead Agency ensures the health and safety of children in relative care:

No, relatives are not exempt from inspection requirements.

2.3

Criminal Background Checks

Tribal Lead Agencies are required to have in effect policies and procedures to conduct criminal

background checks for all child care staff members (including prospective staff members) of all

child care programs that are 1) licensed, regulated, or registered under tribal law; and, 2) all other

providers eligible to deliver CCDF services (e.g., license‐exempt CCDF eligible providers)

(98.43(a)(1)(i)).

Background check requirements apply to any staff member who is employed by a child care

provider for compensation, including contract employees and self‐employed individuals, whose

activities involve the care or supervision of children or who have unsupervised access to children

(98.43(2)).

For FCC homes, this requirement includes the caregiver and any other adults residing in the family

child care home who are age 18 or older (98.43(a)(2)(ii)(C)). This requirement does not apply to

individuals who are related to all children for whom child care services are provided

(98.43(a)(2)(A)(ii)).

A criminal background check must include five specific components (98.43(b)), which encompass

two national checks and three state checks. The three state checks must be conducted both in the

individual’s current state of residence and in any state where the individual has lived within the

last five years.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

36

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

In some instances, a tribe may use its CCDF funds to support direct services delivered by a child

care provider whose staff have already met the state’s background check requirements consistent

with the CCDF rule (because that provider is licensed by the state and/or receives CCDF funding

from the state). In such instances, it is not necessary for the tribe to require additional or

duplicative background checks.

Note: Checks of any registries or records maintained by the tribe (rather than a state) are

encouraged but not required).

Table 2.3 Criminal Background Checks

Components

Current State

of Residence

State Where

Lived Within

Last Five Years

X

Fingerprints

required

X

Fingerprints

required

4. State sex offender registry or repository

X

X

5. State child abuse and neglect registry and

database

X

X

1. FBI fingerprint check

X

2. National Crime Information Center (NCIC)

National Sex Offender Registry (NSOR)

X

3. State criminal registry or repository

2.3.1

National

National FBI Criminal Fingerprint Search Requirements (98.43(b)(1)); 98.43(a)(1)(i); 98.16(o)).

Describe the requirements, policies, and procedures for the search of the national FBI fingerprint

check that apply to staff of child care providers eligible to deliver CCDF services funded by the

Tribal Lead Agency.

2.3.2

National Crime Information Center (NCIC) National Sex Offender Registry (NSOR) Search

Requirements (98.43(b)(2)); 98.43(a)(1)(i); 98.16(o)).

This is a name‐based search. This check must be performed by law enforcement.

Describe the requirements, policies, and procedures for the National Crime Information Center

(NCIC) National Sex Offender Registry (NSDR) that apply to staff of child care providers eligible to

deliver CCDF services funded by the Tribal Lead Agency.

2.3.3

State Criminal Registry or Repository Check Requirement (in the state where the individual

currently resides and in any other state where the individual has resided in the past 5 years)

(98.43 (b)(3)(i)); 98.43(a)(1)(i); 98.16(o)).

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

37

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Fingerprints are required for this check in the state where the individual currently resides. It is

optional to use fingerprints to conduct this check in other states where the individual has resided

within the last five years. This check must be completed in addition to the national FBI fingerprint

check (2.3.1 above) to mitigate any gaps that may exist between the two sources unless the

responding state (i.e., the state checking its criminal repository) participates in the National

Fingerprint File (NFF) program. A separate check of the state criminal repository is not necessary

if the state participates in NFF and an FBI fingerprint check is conducted. A list of states

participating in NFF can be found at:

https://www.fbi.gov/services/cjis/compactcouncil/interstate‐identification‐index‐iii‐national‐

fingerprint‐file‐nff.

Describe the requirements, policies, and procedures for the state criminal registry or repository

check that apply to staff of child care providers eligible to deliver CCDF services funded by the

Tribal Lead Agency.

2.3.4

State Sex Offender Registry or Repository Check Requirement (in the state where the individual

currently resides and in any other State where the individual has resided in the past 5 years)

(98.43 (b)(3)(i)); 98.43(a)(1)(i); 98.16(o)).

It is optional to use fingerprints to conduct this check. This check must be completed in addition

to the National Crime Information Center (NCIC) National Sex Offender Registry (NSOR) above) to

mitigate any gaps that may exist between the two sources.

Describe the requirements, policies, and procedures for the state sex offender registry or

repository check that apply to staff of child care providers eligible to deliver CCDF services funded

by the Tribal Lead Agency.

2.3.5

State Child Abuse and Neglect Registry Check Requirements (in the state where the individual

currently resides and in any other State where the individual has resided in the past 5 years)

(98.43 (b)(3)(iii); 98.43(a)(1)(i); 98.16(o)).

This is a name‐based search.

Describe the requirements, policies, and procedures for the state child abuse and neglect registry

check that apply to staff of child care providers eligible to deliver CCDF services funded by the

Tribal Lead Agency.

2.3.6

Provisional Hire Requirements

The CCDF Final Rule states a child care provider must submit a request to the appropriate Tribal

agency for a criminal background check for each child care staff member, including prospective

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

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provider/staff members, prior to the date an individual becomes a child care provider/staff

member and at least once every 5 years thereafter (98.43(d)(1)(2)).

A prospective child care provider/staff member may not begin work until one of the following

results have been returned as satisfactory either:

• The FBI fingerprint check; or

• The search of the state criminal registry or repository using fingerprints in the state where the

provider/staff member resides.

The child care provider/staff member must be supervised at all times pending completion of all

the background check components (98.43(d)(4)).

Describe the Tribal Lead Agency requirements related to the provisional hire of prospective child

care provider/staff members.

2.3.7

Appeals. The Tribal Lead Agency must have a process for a child care provider/staff member to

appeal the results of his or her background check to challenge the accuracy or completeness of

the criminal background report, as detailed in 98.43(e)(3).

Describe how the Tribal Lead Agency provides opportunities for applicants to appeal the results of

background checks:

2.3.8

Fees. The Tribal Lead Agency may not charge fees that exceed the actual costs of processing

applications and administering a criminal background check (98.43(f)).

Describe how the Tribal Lead Agency ensures that fees charged for completing the background

checks do not exceed the actual cost of processing and administration. Tribal Lead Agencies can

report that no fees are charged if applicable (98.43(f)):

2.3.9

Relatives. Federal rules do not require background checks for relative providers who receive

CCDF; therefore, tribes have the flexibility to decide which background check requirements

relative providers must meet, as defined by CCDF in 98.2 under eligible child care provider.

This exception only applies if the individual cares only for relative children.

Does the Tribal Lead Agency exempt relatives from background checks?

Yes, relatives are exempt from all background check requirements.

X Yes, relatives are exempt from some background check requirements. If the Tribal Lead

Agency exempts relatives from some background check requirements, describe which

background check requirements do not apply to relative providers: Fingerprints

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

39

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

No, relatives are not exempt from background check requirements.

2.3.10 Alternative Approach for Background Checks. Tribal Lead Agencies are subject to the background

check requirements for CCDF providers. However, they may propose and provide a justification

for an alternative approach for background checks. The alternative approach is subject to ACF

approval, and ACF will not approve approaches with blanket exemptions or waivers that bypass

the intent of protecting children’s safety.

Does the tribe have an alternative approach for background checks?

Yes, the tribe has an alternative approach for background checks. Describe which

background check requirement(s) at 45 CFR 98.43 that the tribe does not meet, and the

reason:

Describe the tribe’s alternative approach, including how it is appropriately comprehensive

and protects the health and safety of children:

No, the tribe does not have an alternative approach for background checks; it meets all

background check requirements at 45 CFR 98.43.

2.4

Disaster Preparedness and Response Plan

Tribal Lead Agencies are required to establish a Child Care Disaster Plan for the Tribal CCDF

Service Area (658E(c)(2)(U)). They must describe how they will address the needs of children—

including the need for safe child care, before, during, and after a state of emergency declared by

the Governor or Tribal Chairperson or a major disaster or emergency (as defined by Section 102 of

the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5122)

2.4.1

Describe how the Child Care Disaster Plan was developed in collaboration with the

appropriate stakeholders, including other programs within the Tribal Lead Agency’s

governance structure:

2.4.2

Describe how the Child Care Disaster Plan includes the Tribal Lead Agency’s guidelines for the

continuation of child care subsidies and child care services, which may include the provision of

emergency and temporary child care services during a disaster and temporary operating

standards for child care after a disaster:

2.4.3

Describe Tribal Lead Agency procedures for the coordination of post‐disaster recovery of child

care services:

2.4.4

Describe how the Tribal Lead Agency ensures that providers who receive CCDF funds have the

following procedures in place: evacuation; relocation; shelter‐in‐place; lockdown;

communications with and reunification of families; continuity of operations; and accommodations

for infants and toddlers, children with disabilities, and children with chronic medical conditions:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

40

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

2.4.5

Describe how the Tribal Lead Agency ensures that providers who receive CCDF funds have the

following procedures in place for child care staff and volunteers – emergency preparedness

training and practice drills as required in 98.41(a)(1)(vii):

Every 12 months

Other. Describe:

3

Supporting Continuous Quality Improvement

Tribal Lead Agencies are required to reserve and use a portion of their Child Care and

Development Fund program expenditures for activities designed to improve the quality of child

care services and to increase parental options and access to high‐quality child care (98.53). These

activities can benefit infants and toddlers through school age populations.

Tribal Lead Agencies are required to report on these quality improvement investments through

CCDF in two ways:

• In the Plan, Tribal Lead Agencies will describe the types of activities supported by quality

investments over the 3‐year period and will provide a description of their strategies to

increase the supply and improve the quality of child care services for children in underserved

areas, infants and toddlers, children with disabilities, and children who receive care during

nontraditional hours (658G(b); 98.16(j); 98.53).

• ACF will collect annual data on how much CCDF funding is spent on quality activities using the

expenditure report (ACF‐700 and ACF‐696T). These reports will be used to determine

compliance with the required quality and infant and toddler spending requirements

(658G(d)(1); 98.53(f)).

Tribal Lead Agencies must fund quality efforts in at least one of the following 10 activities

(98.53(a)):

1. Supporting the training and professional development of the child care workforce

2. Improving on the development or implementation of early learning and developmental

guidelines

3. Developing, implementing, or enhancing a tiered quality rating and improvement system for

child care providers and services

4. Improving the supply and quality of child care programs and services for infants and toddlers

5. Establishing or expanding a statewide system of child care resource and referral services

6. Supporting compliance with requirements for licensing, inspection, monitoring, training, and

health and safety (as described in section 2)

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

41

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

7. Evaluating the quality of child care programs, including evaluating how programs positively

impact children

8. Supporting providers in the voluntary pursuit of accreditation

9. Supporting the development or adoption of high‐quality program standards related to

health, mental health, nutrition, physical activity, and physical development

10.

Carrying out other activities determined by the Tribal Lead Agency to improve the

quality of child care services provided, and for which measurement of preparedness, child

safety, child well‐being, or entry to kindergarten is possible. This can include activities and

services related to tribal language and culture and consumer education activities.

3.1

Quality Improvement Goals and Activities

In completing this section, the Tribal Lead Agency should only describe activities funded either

entirely, or in part, with tribal CCDF dollars. All Tribal Lead Agencies must spend a percentage

of their total CCDF expenditures on quality improvement activities.

Quality Spending

FY 2020

FY 2021

FY2022

Quality Set‐Aside (All)

8%

8%

9%

Infant‐Toddler (Medium and Large)

3%

3%

3%

Total Quality (Small)

8%

8%

9%

Total Quality (Medium and Large)

11%

11%

12%

Identify the quality improvement goals and corresponding activities in which the Tribal Lead

Agency is investing in this plan cycle. Check the specific quality activities in a‐k that have been

identified as priorities by the Tribal Lead Agency. Under each quality activity category, please

select all the specific topics that apply (As a reminder, providers receiving only CCDF quality funds

must still meet all the health and safety requirements, as described in Section 2) (98.41; 98.83):

a.

X Supporting the training and professional development of the child care

workforce. Please check the following applicable topics:

X Prevention and control of

X Prevention of sudden infant death

infectious diseases (including

immunizations)

syndrome and use of safe sleeping

practices

X Administration of medication,

X Prevention of and response to

consistent with standards for parental

consent

emergencies due to food and

allergic reactions

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

42

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

X Prevention of shaken baby

X Handling and storage of

syndrome and abusive head trauma

hazardous materials and the

appropriate disposal of bio

contaminants

X Emergency preparedness and

X Building and physical premises

safety, including identification of

response planning for emergencies

and protection from hazards that

resulting from a natural disaster or a

can cause bodily injury such as

human caused event (such as violence at electrical hazards, bodies of water,

a child care facility)

and vehicular traffic

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

43

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

X Precautions in transporting First

aid and cardiopulmonary children (if

applicable) resuscitation (CPR)

certification

Family engagement Access to

physical activity

X Nutrition Promotion of child

development

X Language and literacy Caring for

children with special

health or developmental

needs

Fiscal management Administration

and program management

Curriculum development and Child

care as a business instruction

Implementing developmentally

Other

topic(s):

appropriate, culturally and linguistically

responsive instruction

b.

Supporting the career development pathways of the child care workforce.

Please indicate the option(s) that apply:

X Credit towards required training

X Certificate

hours

Credential Degree

X Other topic(s): CDA, TEACH

scholarships

Optional: Describe any of the activities checked above:

c.

Developing, maintaining, or implementing early learning and developmental guidelines

describing what children should know and be able to do at each stage of their development

(658E(c)(2)(T); 658G(b)(2)). Early Learning Guidelines are intended to support teachers,

providers and directors to learn what children should know and be able to do at different

developmental stages in order to experience school success. Early Learning Guidelines often

provide examples of activities that can be used to develop curriculum but are not intended

to serve as curriculum. Check all that apply.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

44

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

X Supporting use of the State’s early learning guidelines

X Developing your own guidelines or adapting State guidelines to reflect your

Tribe’s language and culture

X Providing trainings for staff on child development and early learning guidelines

X Participating in the development or revision of the State’s Early Learning

Guidelines Other. Describe:

Optional: Describe any of the activities checked above:

d.

Developing, implementing, or enhancing a quality rating and improvement system (QRIS)

for child care providers and services (658G(b)(3)). A QRIS is a systemic approach to assess,

improve, and communicate the level of quality in early and school‐age care and education

programs. Similar to rating systems for restaurants and hotels, QRIS award quality ratings to

early and school‐age care and education programs that meet a set of defined program

standards.

By participating in their state or tribe’s QRIS, early and school‐age care providers embark on

a path of continuous quality improvement. Even providers that have met the standards of

the lowest QRIS levels have achieved a level of quality that is beyond the minimum

requirements to operate. Please indicate which options are applicable:

X Participating in a state QRIS

Implementing a tribal QRIS or similar rating system

X Developing a tribal QRIS or similar rating system

Collaborating with other tribes to implement a QRIS or similar rating system

X Other. Describe: Parent Aware

e.

Establishing or expanding a system of child care resource and referral (CCR&R)

services, assisting parents with finding and choosing a child care provider; collecting and

analyzing child care provider supply and demand data; and providing training and support

to providers (658E(c)(3)(B)(iii); 658G(b)(5)). Check all that apply.

X Using a state CCR&R

Operating a CCR&R

X Partnering with other tribes to offer CCR&R services

X Incorporating CCR&R services into program services

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

45

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

X Other. Describe: MNTRECC

Optional: Describe any of the activities checked above:

f.

X Improving the supply and quality of child care services for infants and

toddlers. Please check the following applicable topics:

X Offering Nontraditional hours

X Coordinating with Early Head Start or Early Head Start‐Child Care Partnerships

X Coordinating with home visiting

X Providing training and professional development to enhance child care providers’

abilities to provide developmentally appropriate services for infants and toddler

X Providing coaching, mentoring, and/or technical assistance on this age group’s

unique needs from statewide or territory‐wide networks of qualified infant‐toddler

specialists

Coordinating with early intervention specialists who provide services for infants and

toddlers with disabilities under Part C of the Individuals with Disabilities Education Act (20

U.S.C. 1431 et seq.)

X Developing infant and toddler components within the early learning and

developmental guidelines/standards, etc.

X Improving the ability of parents to access transparent and easy‐to‐understand

consumer information about high‐quality infant and toddler care that includes

information on infant and toddler language, social‐emotional, and both early literacy

and numeracy cognitive development

X Language and culture revitalization for infants and toddlers

Other. Describe:

Optional: Describe any of the activities checked above:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

46

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

g.

X Facilitating compliance for inspections, monitoring, training, health and

safety, and with licensing standards. Please check the following applicable topics:

X Provide health and safety materials/equipment

X Grants/mini‐grants for health and safety equipment/materials

X Classroom materials and resources

X Financial assistance in meeting licensing requirements

X Conduct monitoring visits of child care providers

Other. Describe:

Optional: Describe any of the activities checked above:

h.

X Evaluating the quality of child care programs, including how programs

positively impact children. Please check the following applicable topics:

X Purchasing quality assessment tools

X Implementing surveys to collect stakeholder input

X Contracting with outside evaluator to assess child care program quality

X Conducting internal training so that staff members are able to conduct quality

evaluations (i.e., using an environmental rating scale)

Other. Describe:

Optional: Describe any of the activities checked above:

i.

X Supporting providers in the voluntary pursuit of accreditation. Please check the

following applicable topics:

Tribes can use quality funds to support child care providers in the voluntary pursuit of

accreditation by a national accrediting body with demonstrated, valid and reliable

program standards of high quality. Accreditation is one way to differentiate the quality of

child care providers. In order to gain accreditation, child care centers and family child care

homes must meet certain quality standards outlined by accrediting organizations.

Using accreditation guidelines as a quality measure

Funding any aspect of national accreditation (for example, accreditation from the

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

47

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

National Association for the Education of Young Children or the National

Association for Family Child Care, or accreditation developed by a Tribal

Association)

Paying annual accreditation fees

X Other. Describe: CDA, TEACH for providers

Optional: Describe any of the activities checked above:

j.

Supporting Tribal or local efforts to adopt high‐quality program standards relating to

health, mental health, nutrition, physical activity, and physical development. Please check

the following applicable topics:

Using Head Start Performance Standards

Using Stepping Stones to Caring for Our Children

Using Caring for Our Children Basics

Using Minimum Health and Safety Standards: A Guide for American Indian and

Alaska Native Grantees

Using a combination of the above listed standards. Describe:

Other.

Describe:

Optional: Describe any of the activities checked above:

k.

Other activities determined by the Tribal Lead Agency to improve the quality of child

care services and which measurement of outcomes is possible related to improved

provider preparedness, child safety, child well‐being, or kindergarten entry. Please check

the following applicable topics:

1. Culturally Relevant Activities

Incorporating tribal language into child care settings

Modifying curriculum to reflect tribal culture

Serving traditional Native foods in child care programs

Offering culturally‐based training opportunities for parents and providers

Providing information and training to non‐Native providers about working

with Native children and families

Partnering with language and culture departments to build curricula

Implementing immersion classrooms or language nests

Training teachers to learn how to implement language and culture in the

classroom

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

48

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Other. Describe:

Optional: Describe any of the activities checked above:

2.

Consumer Education for Parents and Providers

Written materials, including newsletters, brochures, checklists, etc., on

child care topics

Local/tribal media

Social media, such as Facebook, Twitter, Instagram

Counseling from Resource and Referral Agencies, including information

about other early childhood and social/human services programs for which

families and providers may also qualify

Internet, including electronic media, publications, and webcasts on child care

topics

Postings on community bulletin boards

Other. Describe:

Optional: Describe any of the activities checked above:

3.

3.1.2

Describe any other quality activities, besides the activities checked above, that

the Tribal Lead Agency intends to implement during this Plan period:

How did the Tribal Lead Agency identify the goals and activities to improve quality as described in

3.1? For example, did the Tribal Lead Agency conduct provider surveys or assessments that

identified the need for quality improvements?

Surveys to parents, providers, and tribal leadership. Describe:

Community assessments. Describe:

Self‐assessments. Describe:

Parent, Family, Community or Tribal meetings. Describe:

Other.

Describe:

3.1.3

How does the Tribal Lead Agency evaluate progress toward meeting the overall child care quality

improvement goals and activities described in 3.1 (658G(d)(3))?

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

49

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Follow‐up surveys to parents, providers, and tribal leadership. Describe:

Ongoing community assessments. Describe:

Self‐assessments/program evaluation. Describe:

Parent, Family, Community or Tribal meeting sign in sheets/attendance logs.

Describe:

Other. Describe:

3.2

Supporting Training and Professional Development of the Child Care Workforce with CCDF Quality

Funds

The Tribal Lead Agency must develop training and professional development requirements,

including pre‐service or orientation training (to be completed within three months) and ongoing

requirements designed to enable child care providers to promote the social, emotional, physical,

and cognitive development of children and to improve the knowledge and skills of the child care

workforce. Such requirements shall be applicable to child care providers caring for children

receiving CCDF funds across the entire age span, from birth through age 12 (658E(c)(2)(G)).

Ongoing training and professional development should be accessible and appropriate to the

setting and age of the children served (98.44(b)(2)).

3.2.1

Identify how the Tribal Lead Agency’s training and professional development requirements are

appropriate, to the extent practicable, for child care providers who care for:

Infants and toddlers. Describe:

Preschoolers. Describe:

School‐age children. Describe:

Children who are Indigenous‐language learners. Describe:

Children with developmental delays and disabilities. Describe:

a. Do Tribal CCDF providers participate in the state’s training and professional development

system? For example, Tribal CCDF providers might participate in trainings offered by the local

child care resource and referral agencies or state‐funded training organizations.

X Yes. Describe: Lead Agency collaborates with local agencies for training

opportunities.

No. Check all that apply.

The Tribal Lead Agency does not have sufficient information about the state’s

training and professional development opportunities to share with Tribal CCDF

providers.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

50

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

The state’s training and professional development opportunities are not

appropriate for providers caring for Native children.

The state’s training and professional development opportunities are not accessible

to Tribal CCDF providers.

The state’s training and professional development opportunities are not

affordable for Tribal CCDF providers.

Other. Describe:

Unknown

b. Has the Tribal Lead Agency been contacted by the state for input on how to make the state’s trainings

and professional development opportunities more culturally relevant for Native

American children?

X Yes. Describe: Child Care Aware

No

3.3

3.3.1

Building the Supply of High‐Quality Care

Describe the strategies being implemented by the Tribal Lead Agency to increase the supply and

improve the quality of child care services for the following groups of children.

a. Children in underserved areas. Describe:

b. Infants and toddlers. Describe:

c. Children with disabilities. Describe:

d. Children who receive care during nontraditional hours. Describe:

3.4

3.4.1

Funding for Quality Activities

Tribal Lead Agencies may leverage other funds to support their quality improvement goals and

activities. Other funding sources might include tribal funds, state funds, foundation funds,

publicprivate partnerships, etc. Are all the activities that are checked or described in this section

funded solely with Tribal CCDF dollars?

X Yes

No. List which activities are funded with other sources and indicate the source of funds

used (specific funding amounts are not required):

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

51

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

4

Small Allocation Tribes Only – Direct Services

The Final Rule exempts Tribes receiving small allocation (less than $250,000) from the majority of

the CCDF requirements to allow more flexibility in how they spend their CCDF funds and to focus

these funds on health and safety and quality spending. Small allocation Tribes must spend their

CCDF funds in alignment with the goals and purposes of CCDF and comply with the health and

safety, monitoring, background checks and quality spending requirements. To align with these

limited CCDF requirements, Tribes with small allocation will also complete an abbreviated Plan.

This approach balances increased flexibility with accountability and allows Tribes with small

allocation to spend their CCDF funds in ways that would most benefit their communities.

This does not preclude small allocation Tribes from offering direct services. Small allocation Tribes

can determine their own eligibility requirements. Small allocation Tribes who provide direct

services shall provide OCC with an overview of their direct services requirements.

Indicate if the Small Allocation Tribe will offer direct child care services. Check the appropriate

box below:

No, as a Small Allocation Tribe we will not be offering direct child care services. Stop

here and go to the appendices.

Yes, as a Small Allocation Tribe we will offer direct child care services. Complete the

questions below.

a. How does the Tribal Lead Agency provide Direct child care services? Choose all that

apply:

Certificates/Vouchers

Tribally Operated Center

Grants or Contracts

Other. Describe:

b. Tribal Lead Agencies must inform parents of eligible children and the general public of

the process by which they can apply for Tribal CCDF assistance. Describe how can

parents apply for child care services? .

c. Does the Tribal Lead Agency provide child care to children who receive, or need to

receive, protective services?

Yes, define “Protective services”:

No

d. Tribal Lead Agencies that have an eligibility criteria based on family income must have

and periodically revise a sliding fee scale for CCDF families’ contributions that varies

based on income and the size of the family.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

52

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

1. Attach copy of the sliding fee scale (Enter Attachment #:

2. What is the sliding fee effective date:

)

.

e. Does the Tribal Lead Agency waive family contributions/co‐payments?

Yes, describe

No

f. Attach the Tribal Lead Agencies payment rate (Enter Attachment #

)

g. Describe the process parents use to make complaints against CCDF providers:

h. Describe how the Tribal Lead Agency maintains a record of substantiated parental

complaints:

Small Allocation Tribes Stop Here – Go directly

to the Appendices.

5

Provide Stable Child Care Financial Assistance to Families

5.1

Eligible Children and Families

Tribal Lead Agencies with large and medium allocations must include the basis for determining

family eligibility through one of two options:

3. Eligibility: Tribal Lead Agencies must determine eligibility for services pursuant to the criteria

found in 98.20(a) and 98.81(b)(1)(ii)). When eligibility is determined, children must: (1) be

under age 13; (2)(a) reside with a family whose income does not exceed 85 percent of the

Grantee Median Income (GMI) for a family of the same size; and (2)(b) be from families

whose assets do not exceed $1,000,000 (as certified by such family member); and (3)(a)

reside with a parent(s) who are working or attending a job training or educational program; or

(3)(b) receive, or need to receive, protective services (658P(4); 98.20(a)).

4. Categorical Eligibility: If the Tribe’s median income is below 85 percent of the State Median

Income, the Tribal Lead Agency has the option to consider any Indian child in the Tribe’s

service area to be eligible to receive CCDF funds, regardless of a family’s income, work, or

training status, provided that provision for services still goes to those with the highest need

(98.81(b)(1)(i). If Tribal Lead Agencies choose to take advantage of this option, they can create

opportunities to align CCDF programs with other Tribal early childhood programs, including

Tribal home visiting, Early Head Start, and Head Start. This provision also allows Tribes to take

advantage of Early Head Start‐Child Care Partnership grants.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

53

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Categorical Eligibility gives Tribal Lead Agencies the ability to deem all Indian children in the

Tribe’s service area eligible for child care services. However, Tribal Lead Agencies who opt to use

categorical eligibility must still meet all other CCDF requirements around stable financial

assistance and equal access.

Grantees who elect to use categorical eligibility will receive the same funding allocation as if they

had chosen to use traditional eligibility thresholds. Additional funds will not be allocated.

Additionally, Tribal Lead Agencies should take all CCDF Final Rule provisions into account when

determining whether they will use categorical eligibility, such as the quality expenditure

requirements, health and safety standards, and enforcement and criminal background checks.

5.1.1

Eligibility Criteria Related to the Child

Eligible children who reach the maximum age within the 12‐month eligibility period shall continue

to receive CCDF services until their current 12‐month eligibility expires.

a. The Tribal CCDF program serves children from 6 (weeks/months/years) through 12

(weeks/months/years). (Note: Maximum age is through age 12).

b. Does the Tribal Lead Agency allow CCDF‐funded child care for children age 13 and above but

below age 19 years who are physically and/or mentally incapable of self‐care (658P(3);

98.20(a)(1)(ii))?

X Yes, and the upper age is 18 (may not equal or exceed age 19). Define “physical

or mental incapacity”: Children ages 6 weeks to 18 years old that have a physical or

mental condition (and have been medically diagnosed by a physician) which then

determines the hild incapable of self‐care (documentation required). Also, children who

meet the definition of physical and mental incapacity.

No

c. Does the Tribal Lead Agency allow CCDF‐funded child care for children age 13 and older but

below age 19 years who are under court supervision (98.20(a)(1)(ii))?

Yes, and the upper age is

(maximum age is through age 18).

X No

5.1.2

Does the Tribal Lead Agency implement categorical eligibility?

No. Complete all of section 5

Yes. Complete the table below and skip to section 5.1.5.

5.1.3

Complete the table below to demonstrate that the Tribal Median Income (TMI) is below 85

percent of the State Median Income (SMI). Column (c) values must be less than column (b) values.

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

54

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

Table 5.1.3 Categorical Eligibility Tribal Median Income is below 85 Percent of the State Median

Income

(a)

Family Size

(b)

(c)

100% of State

Median Income (SMI)

85% of SMI

Tribal

Median Income (TMI)

$/month

$/month

$/month

[Multiply (a) by 0.85]

1*

2

3

4

5

6

7

8

*Note: On a case‐by‐case basis, Tribal Lead Agencies may consider a child in foster care to be a

“family of one”.

a. Attach documentation of the TMI and SMI data sources. Tribal Lead Agencies may use tribally‐

collected income data, but Census data is preferred. The data should be the most recent

median income (TMI or SMI) data available.

1. Source of data and date of Tribal Median Income (e.g., American Community Survey,

2017):

2. Source of data, date of State Median Income, and name of State:

3. Attachment #:

5.1.4

Eligibility Criteria Based on Reason for Care

In order to be eligible to receive CCDF services, children must reside with a parent or parents(s)

who are working, attending a job training or educational program, receive or need to receive

protective services or are engaged in a job search activity (unless the Tribal Lead Agency uses

Categorical Eligibility).

Tribal Lead Agencies have broad flexibility in defining “working,” “attending a job training

program,” and “attending an educational program.” The definitions provided below should

include any allowable activities, including travel time and study time. For example, a definition of

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

55

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

“working” could include working for a salary or wages, self‐employment, drug or alcohol

rehabilitation, subsistence activities, job search, and/or volunteering, as well as the travel time to

and from the activity. Definitions should also address any limitations, such as minimum hours

required, or maximum hours allowed.

a. How does the Tribal Lead Agency define “working, job training, education and attending a job

training or educational program” for the purposes of CCDF eligibility at the time of

determination? Provide the definitions below:

1. “Working”: Shall mean employed or self‐employed and working at least 20 hours per

week. If the parent is looking for work, child care assistance may be provided for a

maximum of 60 hours in a four month period for job search activities. Child Care

assistance will cover for regular working hours (including lunch and a maximum of two

hours travel time round trop per day). The TLA will provide up to one month of child care

assistance to parent(s) who have interruption in their employment to find new

employment.

2. “Job training”: Shall mean training in a specific field to obtain employment in the local

labor market.

3. “Education”: Shall mean basic education, GED classes or alternative education classes

leading to a high school diploma or equivalent, or a program approved by the State Board

of Education leading to a degree or certification. Application must provide verification of

enrollment and attendance.

4. “Attending job training or education program” (e.g., number of hours, travel time):

b. Does the Tribal Lead Agency allow parents to qualify for CCDF assistance for education and/or

training participation alone (without additional minimum work requirements)?

No. Describe the additional work requirements:

X Yes

c. Does the Tribal Lead Agency consider engaging in job search or seeking employment an

eligible activity at initial eligibility determination (at application) and at the 12‐month

eligibility re‐determination (must provide a minimum of 3 months)?

No

X Yes, Describe the policy or procedure:

5.1.5

Does the Tribal Lead Agency provide child care to children who receive, or need to receive,

protective services?

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

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No. (Skip to 5.1.6)

X Yes. Complete a‐d below.

Tribal Lead Agencies have the flexibility to define protective services beyond formal child welfare

or foster care cases, including other vulnerable children such as homeless children. If the Tribal

Lead Agency provides CCDF‐funded child care to children in foster care whose foster care parents

are not working or in education/training activities, these children are considered to be in

protective services and must be included in this definition for CCDF purposes.

a. Define “protective services” for the purposes of eligibility: Protective services are defined as

those services to families identified by the county or ribal social services as being at risk for

abuse and neglect. The county or tribal agency will have had to open a file on that child with

out of home placement to authorize foster parements. Verification of foster payment or

relative case is required from the responsible fiscal agency.

b. Are children in foster care considered to be in protective services?

No

X Yes, and foster care is included under the Tribal Lead Agency’s definition of

protective services in 5.1.5(a) above. (This means that, for CCDF purposes, the Tribal Lead

Agency considers these children to be served under the protective services eligibility

category).

c. Does the Tribal Lead Agency waive the income eligibility requirements for cases in which

children receive, or need to receive, protective services on a case‐by‐case basis (658E(c)(5)?

X No

Yes

d. Does the Tribal Lead Agency provide respite child care to custodial parents of children in

protective services?

X No

Yes, and respite care is included under the Tribal Lead Agency’s definition of

protective services in 5.1.5(a) above.

e. Does the Tribal Lead Agency waive the asset limit on a case‐by‐case bases for families

defined as receiving, or in need of, protective services?

X No

Yes. If yes, please identify the policy or procedure:

5.1.6

Eligibility Criteria Based on Family Income

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

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a. How does the Tribal Lead Agency define “income” for the purposes of eligibility? Applicant is

required to provide the following sources of income for the past 6 months: employment, child

support/alimony, unemployment, social security, farm income, self‐employment, foster care,

MFIP/relative care. The total gross income for the past 6 months is multiplied by two for the

yearly total. The applicant’s spouse or significant other must provide income verification. This

includes the spouse or significant others who the application has a child with or a married

spouse (even though they do not biologically have children together). Applicants that receive

TANF/MFIP, foster care payments, SSI, or relative TANF/MFIP must verify that income source,

however, they are only required to pay the minimum copayment of $50. TANF/MFIP

applications are required to apply at their County TANF/MFIP agency first for child care

assistance. TLA works with county TANF/MFIP agencies to confirm eligibility and/or child care

services. Teenage parent(s) are not required to provide income verification (only verification

of school enrollment or work schedule and attendance). The minimum co‐payment of $50 is

waived for teenage parent.

For the purposes of eligibility determination, Tribal Lead Agencies have flexibility in defining

“income.” This flexibility allows for the exclusion or deduction of certain types of income (as

defined by the Tribe) from calculations of total family incomes.

b. During the eligibility determination or redetermination process, the Tribal Lead Agency must

consider fluctuations in family income. Tribal Lead Agencies have the flexibility to consider

irregular fluctuations in income when determining and redetermining eligibility. Taking

income fluctuations into account can be done by averaging income annually or disregarding

temporary, short‐term income increases. This is particularly important for families who rely

on work that is unpredictable or seasonal in nature, such as agriculture, construction work, or

subsistence activities such as hunting and fishing. Families may experience a temporary spike

in income due to working increased hours over a short period, yet those earnings are not

representative of the family’s income over the course of a year. Describe the Tribal Lead

Agency determination and redetermination policies and procedures:

c. Does the Tribal Lead Agency establish additional eligibility criteria (98.16(g)(5), 98.20(b))?

X No

Yes. Describe:

If additional eligibility criteria include different income eligibility limits, please attach

additional income eligibility tables and indicate attachment number(s):

The Tribal Lead Agency has flexibility in establishing additional eligibility criteria. Additional

criteria could include, for example, Tribal applicants first applying with the State CCDF

program; higher income limits in one part of the tribal service area; or an asset/resource limit.

d. Tribal Lead Agencies must establish CCDF family income eligibility limits. Those limits cannot

exceed 85 percent of the Grantee Median Income (GMI). A Tribal Lead Agency has the

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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flexibility to use either State Median Income or Tribal Median Income as its GMI. Check the

appropriate box below to indicate which option the Tribal Lead Agency has selected:

X State Median Income (SMI) for a family of the same size.

Source (e.g., U.S. Census Bureau, etc.):

Year:

Tribal Median Income (TMI) for a family of the same size residing in the area served by

the Tribal Lead Agency.

Source: (e.g., tribal community assessment, etc.

Year:

Tribes may use tribally‐collected income data, but we strongly recommend that Tribes use

Census data. For either option, the data should be the most recent SMI or TMI data available.

e. Complete the CCDF income eligibility table.

1. Column (a) lists the current GMI for each family size. Column (b) lists 85 percent of the

current GMI for each family size (by law, this is the maximum allowable income for CCDF

eligibility, unless the Tribal Lead Agency opts to use categorical eligibility as described in

section 5.1 and 98.81(b)(1)(i) of the CCDF regulations).

2. Tribal Lead Agencies have the option of setting income eligibility limits below 85 percent

of the current GMI. Has the Tribal Lead Agency chosen to set income eligibility limits

below 85 percent of the current GMI?

X No. Do not complete columns c‐f.

Yes, complete columns (c) and (d) to show the Tribal Lead Agency’s maximum

income eligibility level for each family size at the time a family applies for CCDF

services.

If the Tribal Lead Agency sets income eligibility limits below 85 percent of the current

GMI, it is subject to the graduated phase‐out requirement described below. Tribal Lead

Agencies that set their initial income eligibility levels at 85 percent of the current GMI

are not subject to the graduated phase‐out requirement (98.21(b)).

3. Tribal Lead Agencies that establish initial family income eligibility below 85 percent of

GMI must provide graduated phase‐out by implementing two‐tiered eligibility

thresholds, with the second tier of eligibility (used at the time of eligibility

redetermination) set at 85 percent of SMI for a family of the same size, or an amount

lower than 85 percent of SMI, but above the Tribal Lead Agency’s initial eligibility

threshold. If the Tribal Lead Agency uses an amount lower than 85 percent of GMI, it

must take into account the typical household budget for a low‐income family, and

provide justification that the eligibility threshold (1) is sufficient to accommodate

increases in family income that promote and support family economic stability; and (2)

reasonably allows a family to continue accessing child care services without unnecessary

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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disruption (98.21(b)). Complete columns (e) and (f) to list the Tribal Lead Agency’s

graduated phase‐out or maximum “exit” income levels; the income limit in column (e)

cannot exceed the amount shown in column (b)

Table 5.1.6 (e): Tribal CCDF Income Eligibility Levels

Family

Size

(a)

(b)

100% of Grantee

85% of GMI

Median Income

(GMI)

$/month

(c)

(d)

(IF APPLICABLE)

(e)

(f)

(IF APPLICABLE)

Maximum Income Level if

Maximum Phase‐

lower than 85% Current

Out/Maximum “Exit” Income

GMI

Level (cannot exceed 85% GMI)

$/month

[Multiply (a)

by 0.85]

$/month

% of GMI

$/month

[Divide (c) by (a),

multiply by 100]

% of GMI

[Divide (e) by (a),

multiply by 100]

1*

2

3

4

5

6

7

8

*Note: On a case‐by‐case basis, Tribal Lead Agencies may consider a child in foster care to be a

“family of one” for purposes of determining CCDF income eligibility.

f. Tribal Lead Agencies are required to ensure that children receiving CCDF funds do not have

family assets that exceed $1,000,000, as certified by a family member (98.20(a)(2)(ii)).

Tribal Lead Agencies can meet this requirement through family self‐certification, either in the

application, interview process, or through another method as determined by the Tribal Lead

Agency.

Describe how the family member certifies that family assets do not exceed $1,000,000:

**Skip Section 5.2 and move to section 5.3 unless using categorical eligibility

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

5.2

Categorical Eligibility

5.2.1

How does the Tribal Lead Agency ensure that provision for services goes to those with the

highest need? Check boxes and describe below.

Protective Services. Describe:

Children Experiencing Homelessness. Describe:

X Children with Special Needs. Describe: Priority will be dermined during the intake and

eligibility process. Based on availability of funding and the required documentation for

verification of the special needs, the prioity categories will receive services on a first come, first

served bases, with children with special needs given first peiority. If a waiting list is established

due ot lack of funding, children with special needs will be placed on top of waiting list.

X Other. Describe: Teenage parents

5.3 Application and Eligibility Determination/Redetermination Process

5.3.1 Tribal Lead Agencies must inform parents of eligible children and the general public of the process

by which they can apply for Tribal CCDF assistance (658E(c)(2)(E)(i)(1)).

a. How are parents informed of the availability of child care assistance under Tribal CCDF?

Check all that apply.

X Tribal Lead Agency Other tribal offices

X Child care providers Other governmental

offices

X Child care resource and referral agencies

Community outreach events

X Public and/or tribal schools Radio and/or

television

X Early Head Start/Head Start Social media

programs

Internet. Provide

Health Clinics website(s):

X TANF offices Other. Describe:

5.3.2

How can parents apply for child care services? Check all that apply.

X In‐person interview or orientation

Phone

X Mail/fax

At the child care provider’s site

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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X Electronically via online application or email (provide website):

www.whiteearth.com

X Other. Describe: Information booths, WIC, employer or student orientations

5.3.3

How does the Tribal Lead Agency verify child and family eligibility. Check the information that the

Tribal Lead Agency uses to verify and describe, at a minimum, what information is required and

how often? Check all that apply.

Internal review

Consolidated Tribal intake

X Interview after application and supporting documents are received

Other. Describe:

5.3.4

Which strategies, if any, will the Tribal Lead Agency use to ensure the timeliness of eligibility

determinations upon receipt of applications? Check all that apply.

X Time limit for making eligibility determinations. Describe length of time: 2 weeks from

the time the application is complete (once parent returns all required information and

enrollments, immunizations and employment/income verification are returned).

Track and monitor the eligibility determination process

Other. Describe:

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

62

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

None

5.3.5

12‐Month Eligibility

Tribal Lead Agencies are required to establish a minimum 12‐month eligibility and redetermination

period, regardless of changes in eligibility criteria, in age, including turning 13 years old during the

12‐month eligibility period; and in residency within a tribal service area (658E(c)(2)(N)(i) and (ii)); 45

C.F.R § 98.21(a)(1)).

Tribal Lead Agencies must provide a minimum 12‐month eligibility and redetermination period as

long as the family’s income does not exceed the federal threshold of 85 percent of the grantee

median income, even if the family experiences temporary changes in participation in work,

training, or educational activities (658E(c)(2)(N)(i) and (ii)), such as interruption in work for a

seasonal worker; student holidays or breaks for a parent participating in a training or educational

program; any reduction in work, training, or education hours, as long as the parent is still working

or attending a training or educational program; or any other cessation of work or attendance at a

training or educational program that does not exceed three months or a longer period of time

established by the Tribal Lead Agency.

a. Describe the Tribal Lead Agency’s policies and procedures in implementing the minimum 12‐

month eligibility and redetermination requirements:

b. Does the Tribal Lead Agency have a policy or procedure regarding “temporary change in

activity?”

Yes. The policy is:

Yes. The minimum length of time for ‘temporary changes in activity is’:

5.3.6

Option to discontinue assistance during the 12‐month eligibility period.

A Tribal Lead Agency has the option to discontinue assistance during the 12‐month eligibility period

due to a parent’s non‐temporary loss of work or cessation of attendance at a job training or

educational program; however, it must provide at least three months of continued assistance at

the same level after such loss or cessation. At the end of the minimum three‐month period of

continued assistance, if the parent has engaged in a qualifying work, training, or educational

program activity with an income below 85 percent of SMI, assistance cannot be terminated, and

the child must continue receiving assistance until the next scheduled redetermination or, at the

Tribal Lead Agency option, for an additional minimum 12‐month eligibility period (98.21 (a)).

NOTE: This does not apply to Tribal Lead Agencies that implement categorical eligibility and use

that flexibility to exclude reason for care from its eligibility criteria.

a. Does the Tribal Lead Agency choose to discontinue assistance during the 12‐month eligibility

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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period due to a parent’s non‐temporary loss or cessation of eligible activity, and offer a

minimum three‐month period to allow parents to engage in a job search and to resume

participation in an eligible activity?

Yes. Describe the Lead Agency’s policies and procedures for discontinuing assistance

due to a parent’s non‐temporary change:

X No.

b. Does the Tribal Lead Agency extend job search period beyond the three months minimum

requirement? If so, for how long? No

c. The Tribal Lead Agency may discontinue assistance prior to the next 12‐month redetermination

in the following limited circumstances. Check all that apply.

X Excessive unexplained absences (after attempts to contact family, including the

prior notification of a possible discontinuation of assistance.).

X A change in residency outside of the Tribal service area.

X Substantiated fraud or intentional program violations that invalidate prior determinations of

eligibility. Describe the violations that leads to discontinuing assistance:

5.3.7

Change reporting during the 12‐month eligibility period

Families are required to report to the Tribal Lead Agency at any time during the 12‐month eligibility

period if the family’s income exceeds 85 percent of the GMI, taking into account irregular

fluctuations in income (98.21(e)(1)). Does the Tribal Lead Agency require families to report other

changes? Check all that apply.

No

X Yes. Describe: Change in family size, address or employment status.

Any additional reporting requirements during the 12‐month eligibility period must be limited to

items that impact a family’s eligibility (e.g., income changes over 85 percent of SMI or that impact

the Tribal Lead Agency’s ability to contact the family or pay the child care providers) and shall not

require an office visit. In addition, the Tribal Lead Agency must offer a range of notification options

to accommodate families.

Tribal Lead Agencies are required to have procedures and policies in place to ensure that parents

(especially parents in families receiving assistance under the TANF program) are not required to

unduly disrupt their employment, education, or job training activities to comply with the Tribal

Lead Agency’s or designated local entity’s requirements for the redetermination of eligibility for

assistance (658E(c)(2)(N)(ii); 98.21(d)).

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

64

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

CHILD CARE & DEVELOPMENT FUND ‐ Plan Period: 10/1/2019 – 9/30/2022

a. How does the Tribal Lead Agency allow for families to report changes to ensure that reporting

requirements are not burdensome and to avoid an impact on continued eligibility between

redeterminations? Check all that apply.

X Mail

X Email

Online forms

X Fax

X In‐person

Extended submission hours

Other. Describe:

5.3.8

Tribal Lead Agencies are required to inform parents who receive TANF benefits about the exception

to the individual penalties associated with the work requirement for any single custodial parent

who has a demonstrated inability to obtain needed child care for a child younger than age 6

(98.16(v); 98.33(f)).

The TANF agency, not the Tribal CCDF Tribal Lead Agency, is responsible for establishing the

following criteria or definitions. These criteria or definitions are offered in this Plan as a matter of

public record. This question is for informational purposes.

The Tribal Lead Agency may choose to coordinate with either the Tribal TANF agency or agencies

within the service area, the State TANF agency, or both. The definitions provided should be

gathered from the TANF agency that is most relevant and works more closely with the Tribal Lead

Agency.

a. Identify the TANF agency that established these criteria or definitions:

State TANF Agency: MN Department of Human Services

Tribal TANF Agency: White Earth Financial Services

b. Provide the following criteria or definitions established by the TANF Agency:

1. “Appropriate child care”: Appropriate child care means 1: the provider of care is a

licensed or legal non‐licensed provider according to state standards, 2: the provider of

care is able to meet a demonstrated need for language‐specific care, and 3: that the

care is appropriate to the children’s ae and special needs. Special needs means a child

who has a hearing impartment, visual disability, speech or language impairment,

physical handicap, other health impairment, mental handicap, emotional behavioral

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

65

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disorders, specific learning disability, autism, traumatic brain injury, multiple

disabilities, or deaf‐blink disability, and needs special instruction and services as

determined by MDE. Counties also should accommodate demonstrated needs for

culturally specific services as resources allow.

2. “Reasonable distance”: Reasonable distance means that the total commuting time to

the children care provider and to work does not exceed two hours round trip.

3. “Unsuitability of informal child care”: Unsuitability of informal care means that the

provider does not meet standards regarding health and safety of the child that would

be applied to legal, non‐licensed providers.

4. “Affordable child care arrangements”: Affordable child care arrangements means the

provider does not charge in excess of the maximum amount the county is allowed to

pay, as established in a rate schedule set each year by DHS.

c. How are parents who receive TANF benefits informed about the exception to individual

penalties associated with the TANF work requirements? Briefly describe the process:

In writing

Verbally

X Other. Describe: TANF/MFIP clients receive this information through their

TANF/MFIP orientations and intake process with county/tribal TANF/MFIP agencies.

5.3.9

Certify by describing the Tribal Lead Agency’s procedures for ensuring that parents have unlimited

access to their children whenever their children are in the care of a provider who receives CCDF

funds (658E(c)(2)(B); 98.16(t)):

5.4

Improving Access for Vulnerable Children and Families

Tribal Lead Agencies are required to give priority for child care assistance to “children with special

needs” (658E(c)(3)(B); 98.46(a)). The prioritization of CCDF assistance services is not limited to

eligibility determination (i.e., the establishment of a waiting list or the ranking of eligible families in

priority order to be served). The definition of “children with special needs” may include the

following considerations:

• Children with physical or mental disabilities

• Children who are considered part of “vulnerable populations” such as: o Families

with very low incomes o Children experiencing homelessness o Children who are

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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receiving or at risk of receiving protective services o Additional priority

categories as established by the Tribal Lead Agency

CCDF defines “child experiencing homelessness” as a child who is homeless, as defined in Section

725 of Subtitle VII‐B of the McKinney‐Vento Act (42 U.S.C. 11434a; 98.2).

5.4.1

Describe how the Tribal Lead Agency will prioritize child care services for children with special

needs.

Tribal Lead Agencies have flexibility in how they define “children with special needs.” Tribal Lead

Agencies are not limited in defining “children with special needs” to only those children with

physical or mental disabilities. For example, Tribal Lead Agencies could consider children in the

child welfare system, children of teen parents, or homeless children in their definition of “children

with special needs.” Tribal Lead Agencies must establish a grace period that allows homeless

children and children in foster care to receive CCDF assistance while providing their families with a

reasonable time to take any necessary actions to comply with immunization and other health and

safety requirements. The length of such a grace period shall be established in consultation with the

state, territorial, or tribal health agency (658E(c)(2)(I)(i)(I); 98.41(a)(1)(i)(C)).

a. Define what the Tribal Lead Agency considers to be “children with special needs:” Eligible

determination for a child with special needs will be based on information received and

verified by the Lead Agency through medical documentation.

b. Describe how the Tribal Lead Agency will give priority for child care services to children with

special needs: Priority will be determined during the intake and eligibility process. Based on

availability of funding and the required documentation for verification of the special needs,

the priority categories will receive services on a first come, first served basis, with children

with special needs given priority. If a waiting list is established due to lack of funding,

children with special needs will be placed at the top of the waiting list.

Federal requirements allow other vulnerable children identified by the Tribal Lead Agency not

formally in child protection to be included in the Tribal Lead Agency’s definition of protective

services for CCDF purposes. A Tribal Lead Agency may elect to provide CCDF‐funded child care

to children in foster care when foster care parents are not working or are not in

education/training activities, but this provision should be included in the protective services

definition above. Examples of prioritization types might be children attending Head Start,

children of very low income, or families receiving TANF.

c. Does the Tribal Lead Agency have additional priority rules or categories?

No

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

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X Yes. Define the additional priority rules/categories and describe how priority is given:

The White Earth Child Care/Early Childhoold rogram will also prioritize child care servies

for children of teenage parents and families who meet the definiation of homeless will be

given priority and special consideration with application process on a case by case basis.

Describe how priority is applied to each category: Teenage parents are not required to

provide income verification (only verification of school enrollment or work schedule and

attendance). The co‐payment is waived for the parent. Families who meet the definition

of homeless will also be placed on top of the waiting list.

d. Describe how services are prioritized, if applicable, for families receiving TANF program

funds, those attempting to transition off TANF through work activities, and those at risk of

becoming dependent on TANF (98.16(i)(4)):

5.4.2

Services for Homeless Children and Families

As defined in Section 725 of Subtitle VII‐B of the McKinney‐Vento Act homeless children and

families are those who lack a fixed, regular, and adequate nighttime residence, and include children

who are:

• Sharing the housing of others due to a housing, economic hardship, or similar reason

• Are living in hotels, motels, trailer parks, or campgrounds due to the lack of alternative

adequate accommodations

• Are living in emergency or transitional shelters

• Are abandoned in hospitals

• Have a primary nighttime residence that is public or not designed for human beings

• Are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or

train stations, or similar settings

• Migrant children

Tribal Lead Agencies are required to expend CCDF funds to:

a. Permit the enrollment (after an initial eligibility determination) of children experiencing

homelessness while required documentation is obtained allowing a grace period

b. Provide training and technical assistance to child care providers and the appropriate Tribal

Lead Agency (or designated entity) staff in identifying and serving homeless children and

families

c. Conduct specific outreach to homeless families (658E(c)(3)(B)(i); 98.51).

CCDF Plan Effective Date: October X, 201X

Amended Effective Date: [Insert Date as Amended]

68

WORKING DRAFT Plan for: DRAFT FOR PUBLIC COMMENTS (PRA‐1)

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1. Describe the Tribal Lead Agency’s procedures to improve access to child care for children

and families experiencing homelessness. Procedures might include adding new providers

near homeless shelters, etc.:

2. Describe how services are prioritized for children experiencing homelessness, as defined by

the CCDF:

3. Describe procedures to provide

This text is long and has been trimmed here. Open the source document for the complete record.